Finance Executive

JOB DESCRIPTION

Position: Manager – Administration & Finance

Company: Clear Span Events Pvt. Ltd.

Department: Administration & Finance

Location: Gurugram, Haryana

Employment Type: Full-Time

Reporting To: Director / Management

Experience: 2–3 Years

1. Job PurposeTo manage the company's administrative, accounting, financial coordination and compliance activities. The candidate will be responsible for maintaining financial discipline, monitoring expenses, managing vendor payments, coordinating with the CA, and ensuring smooth administrative operations across the office, warehouse and project sites.

2. Key ResponsibilitiesA. Finance & Accounts Management

• Manage day-to-day accounting and financial transactions.
• Maintain purchase, sales, expense and payment records.
• Monitor accounts payable and accounts receivable.
• Prepare vendor payment schedules and track outstanding payments.
• Monitor customer collections and follow up on overdue payments.
• Maintain project-wise income and expense records.
• Monitor cash flow, bank balances and fund requirements.
• Prepare monthly financial reports for management.
• Maintain petty cash and employee expense statements.
• Verify vendor invoices, bills and supporting documents.

B. GST, Taxation & Compliance

• Coordinate with the company's Chartered Accountant.
• Ensure timely GST return preparation and filing coordination.
• Maintain TDS records and payment schedules.
• Coordinate for income tax, advance tax and statutory compliance.
• Maintain proper documentation for audits.
• Verify GST invoices and input tax credit records.
• Maintain statutory registers and company compliance records.

C. Administration Management

• Manage office administration and daily operational requirements.
• Supervise office housekeeping, maintenance and facilities.
• Manage office supplies, stationery and administrative purchases.
• Maintain employee attendance, leave and attendance records.
• Coordinate with HR regarding payroll inputs and employee documentation.
• Manage company assets, vehicles and insurance records.
• Maintain agreements, licences and important company documents.

D. Vendor & Procurement Coordination

• Coordinate with suppliers and service providers.
• Verify quotations, purchase orders and vendor invoices.
• Maintain vendor databases and payment records.
• Ensure proper approval before processing payments.
• Track advances, adjustments and outstanding balances.
• Coordinate with warehouse and project teams for material documentation.

E. Management Reporting

• Prepare monthly MIS reports.
• Prepare project-wise expense and profitability statements.
• Track budget versus actual expenses.
• Highlight unnecessary expenses and cost-saving opportunities.
• Maintain financial records for management review.
• Provide regular updates on collections, payments and cash flow.

1. 3. Key Performance Indicators (KPIs)Accuracy and timely maintenance of financial records.
2. Timely vendor payments and customer collection follow-ups.
3. Monthly MIS submission within the defined deadline.
4. Timely GST, TDS and other compliance coordination.
5. Proper reconciliation of bank, vendor and customer accounts.
6. Control over administrative and operational expenses.
7. Accurate project-wise cost reporting.
8. Zero unauthorised payments or undocumented expenses.

• 4. Required Skills & QualificationsBachelor's degree in Commerce (B.Com) or Finance.
• MBA Finance / M.Com will be an added advantage.
• 4–7 years of experience in Finance & Administration.
• Strong knowledge of accounting principles and GST.
• Working knowledge of Tally Prime and MS Excel.
• Knowledge of TDS, GST reconciliation and bank reconciliation.
• Good communication and vendor management skills.
• Ability to manage multiple responsibilities independently.
• Experience in event management, construction, infrastructure, rental or project-based businesses will be preferred.
• 5. Personal AttributesHonest, responsible and detail-oriented.
• Strong financial discipline.
• Good coordination and follow-up skills.
• Ability to work under deadlines.
• Proactive approach to problem-solving.
• High level of confidentiality and integrity.
• 6. Authority & AccountabilityResponsible for financial documentation and administrative controls.
• Payments to be processed as per management-approved authority limits.
• Responsible for maintaining financial transparency.
• Accountable for timely reporting and compliance coordination.