Accountant Cum Office Assistant

JOB DESCRIPTION

Accounts, Inventory & Dispatch Executive

Company: Modern Plywood

Location: Delhi NCR

Department: Accounts & Operations

Reports To: Management

About the Role

Modern Plywood is looking for a responsible and detail-oriented Accounts, Inventory & Dispatch Executive to manage day-to-day billing, stock records, payments/receipts, and dispatch coordination.

The person will be responsible for ensuring that stock is accurately maintained, invoices are correctly prepared, payments and receipts are recorded on time, and every dispatch matches the corresponding invoice.

Key Responsibilities

1. Stock Management

- Maintain accurate stock records on a daily basis.

- Monitor inward and outward movement of material.

- Reconcile physical stock with system stock regularly.

- Identify and report stock shortages, excesses, damages or discrepancies.

- Coordinate with the warehouse team for proper stock updates.

- Maintain product-wise stock records for plywood, laminates, adhesives, doors and other products.

2. Billing & Invoicing

- Prepare sales invoices accurately in Tally and BUSY.

- Verify customer details, GST details, product, quantity, rate, discount and tax before generating invoices.

- Prepare credit/debit notes whenever required and approved by management.

- Ensure invoices are properly recorded and filed.

- Coordinate with the sales team regarding billing requirements.

3. Payments & Receipts

- Maintain records of customer payments and receipts.

- Enter all receipts and payment transactions in the accounting software.

- Regularly update outstanding/payment records.

- Coordinate with customers and the sales team regarding pending payments.

- Maintain proper documentation of payment confirmations and receipts.

- Share payment/outstanding information with management whenever required.

4. Dispatch Coordination

- Coordinate with the warehouse and dispatch team for daily dispatches.

- Check the material being dispatched against the invoice.

- Verify:

 - Customer name

 - Invoice number

 - Product

 - Quantity

 - Size/thickness

 - Brand

 - Any special instructions

- Ensure no material is dispatched without a proper invoice/approval.

- Ensure the material physically loaded matches the invoice before dispatch.

- Report any mismatch immediately to management.

- Maintain dispatch records and coordinate with transporters.

5. Documentation & Records

- Maintain proper records of invoices, receipts, payments, dispatches and stock movements.

- Ensure all documents are systematically filed and easily retrievable.

- Assist management in preparing stock, sales, outstanding and dispatch reports.

- Maintain confidentiality of company and customer financial information.

Daily Responsibilities

The candidate will be expected to:

Morning

- Check previous day's pending billing/dispatches.

- Review stock and pending orders.

- Check pending customer payments.

During the Day

- Generate invoices.

- Record payments and receipts.

- Update stock.

- Coordinate dispatches.

- Verify every dispatch against the invoice.

End of Day

- Reconcile invoices and dispatches.

- Check payment/receipt entries.

- Review stock movement.

- Report any discrepancy or pending issue to management.

Required Skills

- Good knowledge of Tally and BUSY.

- Basic knowledge of GST invoicing.

- Good understanding of inventory and stock management.

- Good Excel/Google Sheets skills.

- Strong attention to detail.

- Good communication and coordination skills.

- Ability to independently manage daily operational work.

- Honest, responsible and disciplined approach to handling company stock and financial records.

Experience

Preferred: 2–5 years of experience in accounts, billing, inventory or dispatch operations, preferably in a trading/distribution/plywood/laminate/hardware business.

Key Performance Indicators (KPIs)

The candidate will be evaluated on:

- Billing accuracy

- Stock accuracy

- Payment/receipt entry accuracy

- Dispatch accuracy

- Zero unauthorized dispatches

- Timely updating of accounts and stock

- Quick identification of stock/payment discrepancies

- Proper maintenance of documentation

Important

This is a responsibility-oriented position. The candidate will be expected to take ownership of the complete cycle:

Order → Invoice → Stock Deduction → Dispatch → Dispatch Verification → Payment/Receipt → Accounts Update

Any discrepancy in stock, billing, payment or dispatch must be immediately reported to management.