Accounts Officer

Key Responsibilities – Accounts Officer (Invoicing & Stock Control)

Location: Rabale Factory – Navi Mumbai

Department: Accounts & Finance

Reports To: Head of Finance / Managing Director

1. Invoicing & Billing (Primary Ownership)

• Prepare and issue GST-compliant sales invoices strictly against approved Purchase Orders and Delivery Challans
• Ensure invoices are generated within 24 hours of dispatch
• Verify accuracy of customer details, pricing, quantity, GST rates, and payment terms
• Maintain complete invoice documentation and records
• Issue credit notes / debit notes only after written approval

2. Stock Control & Reconciliation (Financial Ownership)

• Maintain accurate stock records in accounting/ERP system
• Ensure all stock movements (inward, outward, transfers) are properly recorded
• Conduct monthly stock reconciliation by matching physical stock with system stock
• Identify and report stock variances (shortage, excess, damage, scrap)
• Prepare stock variance reports and share with Operations Head and Management
• Ensure stock adjustments are carried out only after authorised approval
• Link stock movement with invoicing and costing

3. Coordination with Stores & Operations

• Coordinate with Stores for GRN verification before booking purchases
• Verify Delivery Challans for dispatch before invoicing
• Ensure no invoicing without confirmed stock outward entry
• Support Operations in resolving stock discrepancies

4. Receivables & Payables Control

• Track customer outstanding invoices and ageing
• Share receivable status with Sales and Management
• Monitor vendor payment schedules
• Support cash flow discipline

5. Accounting & Bookkeeping

• Maintain daily accounting entries in Tally/accounting software
• Record sales, purchases, expenses, and bank transactions accurately
• Perform ledger scrutiny and reconciliation
• Ensure zero backlog in accounting entries

6. GST & Statutory Compliance

• Ensure GST compliance on all invoices
• Prepare data for GST returns and coordinate with CA
• Maintain statutory registers and compliance documents
• Support audits and statutory inspections

7. Bank, Cash & Financial Controls

• Maintain bank reconciliations
• Handle petty cash and cash book
• Monitor daily bank balances and fund utilisation

8. MIS & Management Reporting

• Prepare and submit:
• Sales vs billing reports
• Stock valuation reports
• Stock variance reports
• Receivables ageing
• Share accurate MIS with management on time

9. Audit & Documentation

• Maintain invoice-wise and stock-wise documentation
• Support internal and external audits
• Ensure zero audit observations related to invoicing and stock

10. Process Discipline & Compliance

• Follow invoicing and stock control SOPs strictly
• Ensure no financial or stock transaction bypasses approved processes
• Maintain confidentiality of all financial and operational data