HR Cum Accountant

Certainly. For a facility management / housekeeping and security service company, the HR/Accountant role should cover both employee management and financial/accounting work.

Office HR / Accountant – Job Responsibilities

1. HR & Employee Management

Maintain complete employee records, including joining forms, ID proof, address proof, bank details, UAN, ESIC, and other statutory documents.

Prepare and maintain employee attendance, leave, overtime, and muster rolls.

Verify daily attendance received from supervisors/site in-charges.

Prepare monthly salary/wage sheets based on attendance and approved overtime.

Maintain employee joining, transfer, resignation, and full & final settlement records.

Coordinate recruitment, interview, selection, and joining formalities.

Issue appointment letters, ID cards, salary slips, warning letters, and other HR documents.

Maintain employee files and ensure all records are updated.

2. Payroll & Salary Processing

Prepare monthly payroll for housekeeping, security, and other staff.

Calculate basic wages, allowances, overtime, weekly off, holiday wages, deductions, advances, penalties, and net salary.

Verify salary calculations before payment.

Prepare bank transfer statements and cash salary statements, as applicable.

Prepare salary slips and distribute them to employees.

Handle employee salary-related queries and discrepancies.

3. PF, ESIC & Statutory Compliance

Maintain accurate PF and ESIC employee records.

Coordinate preparation and submission of monthly PF/ESIC-related information and returns.

Verify UAN and ESIC numbers and ensure new employees are enrolled where applicable.

Maintain statutory registers and supporting documents.

Coordinate with consultants/accountants for labour-law and statutory compliance.

Keep records of challans, returns, registrations, and compliance documents.

4. Accounts & Bookkeeping

Maintain daily accounting records of income and expenses.

Record purchase bills, expenses, receipts, payments, and journal entries.

Maintain cash book and bank book.

Reconcile bank statements with company accounts.

Maintain accounts receivable and accounts payable records.

Track client outstanding payments and prepare follow-up statements.

Verify vendor bills and supporting documents before payment.

5. Client Billing & Invoicing

Prepare monthly service invoices for clients based on approved manpower, attendance, rates, and service agreements.

Verify GST, applicable taxes, and other invoice details.

Maintain invoice-wise payment tracking.

Follow up with clients for overdue payments.

Prepare outstanding/receivable reports for management.

Coordinate with the operations team to obtain attendance and service confirmation required for billing.

6. Cash & Bank Management

Maintain petty cash and record all cash transactions.

Prepare payment vouchers and receipts.

Process authorized supplier, employee, and other payments.

Maintain bank transaction records.

Perform regular bank reconciliation.

Ensure proper supporting documents are available for every payment.

7. MIS & Management Reporting

Prepare regular reports such as:

Employee attendance report

Salary/wage statement

PF & ESIC summary

Client billing statement

Outstanding payment report

Cash flow statement

Bank reconciliation statement

Expense statement

Site-wise manpower report

Site-wise salary/wage cost

Monthly profit/loss summary

Employee advances and deductions statement

8. Document Control

Maintain proper filing of HR and accounting documents.

Keep client agreements, quotations, work orders, invoices, receipts, and payment records properly organized.

Maintain employee and statutory documents confidentially.

Ensure important documents are backed up digitally.

Provide documents to management, auditors, consultants, or government authorities when authorized.

9. Coordination with Site Supervisors

Collect attendance and overtime details from all sites.

Verify manpower deployment against approved requirements.

Check absenteeism, replacements, new joining, and resignations.

Coordinate with supervisors regarding employee shortages and attendance discrepancies.

Ensure attendance is submitted within the prescribed deadline for payroll and billing.

10. General Office Administration

Handle routine HR and accounts correspondence.

Maintain office records and registers.

Coordinate with banks, auditors, accountants, consultants, clients, and vendors.

Maintain confidentiality of employee salaries, company finances, and client information.

Perform other HR/accounts duties assigned by management.

Key Responsibilities at a Glance

AreaMain ResponsibilityHREmployee records & personnel managementAttendanceDaily attendance, leave & overtimePayrollSalary/wage calculation & processingPF/ESICRecords & statutory coordinationAccountsDaily bookkeeping & vouchersBillingClient invoices & payment trackingBankingBank transactions & reconciliationCashPetty cash & payment recordsMISMonthly management reportsComplianceStatutory records & documentationRecruitmentHiring & joining formalitiesCoordinationClients, supervisors, employees & vendors

Suggested designation: HR & Accounts Executive / HR & Accountant / HR & Accounts Officer

For a small or medium-sized facility-management company, I would recommend making the position responsible for HR + Payroll + Client Billing + Basic Accounts + PF/ESIC coordination, while final financial approvals remain with the management.