Accounts and Admin Executive

The Accounts & Administration Executive will be responsible for managing day-to-day accounting, branch financial reconciliation, administrative coordination, vendor and procurement support, MIS reporting, statutory compliance coordination, asset and inventory records, and financial/administrative support for the opening and operationalization of new wellness branches.

1. Job PurposeThe Accounts & Admin Executive will be responsible for maintaining accurate financial and administrative records of the company and coordinating accounting and administrative activities across all existing and newly established wellness branches.

The role requires close coordination with Branch Managers, Operations, HR, Sales, Procurement, vendors, consultants, banks and management to ensure financial discipline, proper documentation, timely payments, statutory compliance support and smooth functioning of all branches.

A key responsibility will be supporting the company in opening new branches, including budgeting, vendor coordination, procurement, documentation, asset tracking, utility setup and financial readiness before launch.

• 2. Key ResponsibilitiesA. Branch Accounting & Daily Finance OperationsMaintain day-to-day accounting records for Head Office and multiple branches.
• Record daily sales, collections, expenses, purchases and other financial transactions.
• Verify branch-wise cash, card, UPI, bank transfer and online payment collections.
• Reconcile daily collection reports with:
• POS/CRM system
• Cash collections
• UPI collections
• Card settlements
• Bank credits
• Online payment gateways
• Monitor branch cash deposits and ensure timely bank deposits.
• Prepare daily and weekly branch collection reports.
• Identify discrepancies between billing, collections and deposits.
• Coordinate with Branch Managers for resolution of discrepancies.
• Maintain branch-wise income and expense records.
• Track outstanding customer payments, if applicable.
• Maintain petty cash registers and verify supporting bills.
• B. Accounts PayableVerify vendor invoices before processing payments.
• Check invoices against purchase orders, quotations and goods/services received.
• Maintain vendor-wise outstanding statements.
• Prepare payment schedules based on management-approved priorities.
• Coordinate with vendors regarding invoices, payment status and account statements.
• Ensure proper documentation for all expenses.
• Track recurring expenses such as:
• Rent
• Maintenance
• Electricity
• Internet
• Software subscriptions
• AMC
• Housekeeping
• Security
• Marketing expenses
• Equipment rentals
• Professional fees
• C. Accounts ReceivableMonitor branch-wise receivables.
• Track customer advances and outstanding balances.
• Reconcile advance collections with services delivered.
• Coordinate with the sales and operations teams regarding pending payments.
• Prepare ageing reports where applicable.
• Ensure customer refunds are properly documented and approved.
• Track EMI/payment-related transactions where applicable.
• 3. Bank & Reconciliation ResponsibilitiesMaintain records of all company bank accounts.
• Perform regular bank reconciliations.
• Verify bank credits against branch collection reports.
• Track cheque deposits and realization.
• Monitor bank charges and other deductions.
• Coordinate with banks for routine documentation and account-related matters.
• Maintain records of online banking transactions.
• Prepare bank-related reports required by management.

4. GST, TDS & Statutory Compliance SupportThe Accounts & Admin Executive will coordinate with the company's CA, tax consultant and statutory professionals to ensure timely compliance.

Responsibilities include:

• Collect and organize GST-related purchase and sales data.
• Maintain proper tax invoices and supporting documents.
• Assist in GST reconciliation.
• Assist with TDS calculations and documentation.
• Maintain TDS-related vendor records.
• Collect PAN, GSTIN and other statutory documents from vendors.
• Maintain statutory payment records.
• Coordinate with the CA for monthly/quarterly compliance requirements.
• Maintain organized records for audits and statutory filings.
• Ensure invoices comply with applicable tax requirements.

Note: Final tax computation and statutory filings should be reviewed/approved by the company's qualified CA/tax professional.