Office Admin Assistant

JOB DESCRIPTION (JD)Client Coordination & Documentation Executive Department: Accounts & Client Coordination

Organisation: R Shrivastava & Associates / Digital CA

Position: Client Coordination & Documentation Executive

Gender Preference: Female

Job Type: Full-Time

Reporting To: Senior Accountant / Manager / CA

1. Job ObjectiveTo coordinate with clients and internal staff for timely collection, verification, organisation and maintenance of bills, invoices and other financial documents to ensure smooth accounting, GST compliance, taxation and audit processes.

2. Key Roles & ResponsibilitiesA. Client Coordination

1. Regularly communicate with clients through WhatsApp, phone calls and email.
2. Follow up with clients for pending bills, purchase invoices, sales invoices and other documents.
3. Share monthly document requirements with clients.
4. Maintain a record of documents requested, received and pending.
5. Ensure timely submission of documents by clients.

B. Internal Staff Coordination

1. Coordinate with accountants and other team members for their documentation requirements.
2. Collect information from staff regarding pending bills and missing documents.
3. Follow up with concerned staff for completion of assigned documentation.
4. Ensure all documents are forwarded to the concerned accountant or department.
5. Resolve basic documentation-related communication gaps.

C. Bill & Invoice Documentation

1. Collect purchase bills, sales invoices, expense vouchers and payment proofs.
2. Check basic details such as invoice date, invoice number, party name, GSTIN and invoice amount.
3. Identify missing, duplicate or incomplete bills and coordinate for corrections.
4. Organise bills client-wise and month-wise.
5. Maintain digital folders and document records.
6. Ensure supporting documents are available for accounting entries.

D. Documentation Tracking & Reporting

1. Maintain a client-wise documentation tracker in Excel/Google Sheets.
2. Prepare daily pending-document reports.
3. Maintain records of documents received and forwarded to the accounts team.
4. Send periodic reminders for pending documentation.
5. Escalate delays and unresolved issues to the reporting manager.

• 3. Daily ResponsibilitiesCheck WhatsApp and email communications.
• Follow up with clients for pending bills and documents.
• Coordinate with internal accountants.
• Update the documentation tracker.
• Organise received documents in the appropriate digital folders.
• Share the daily pending-document status with the reporting manager.
• 4. Required Skills & QualificationsGraduate in Commerce preferred (B.Com).
• Basic understanding of accounting, bills, invoices and GST documents.
• Good communication skills in Hindi and English.
• Working knowledge of MS Excel, Word, WhatsApp and email.
• Ability to maintain records systematically.
• Good follow-up, coordination and time-management skills.
• Responsible, organised and detail-oriented.
• 5. Key Performance Indicators (KPIs)Performance AreaMeasurementDocument CollectionTimely collection of required billsClient Follow-upRegular follow-up without delaysDocumentation AccuracyCorrect classification and filingPending DocumentsReduction in pending documentsInternal CoordinationTimely forwarding to accountantsReportingDaily tracker updatesClient CommunicationProfessional and timely responses6. Important InstructionsNo client document should remain untracked.
• Every pending document must have a follow-up record.
• No bill should be deleted or discarded without authorisation.
• Client financial information must remain confidential.
• Any discrepancy or suspected duplicate invoice must be reported to the concerned accountant.
• The executive should coordinate and facilitate documentation; accounting treatment and tax decisions remain the responsibility of the qualified accounts team.

7. Expected OutcomeThe executive will act as a communication bridge between clients and the internal accounts team, ensuring that all bills and supporting documents are collected, properly organised and made available on time for accounting, GST, taxation and audit assignments.

Primary Responsibility: DOCUMENT COLLECTION – FOLLOW-UP – TRACKING – COORDINATION – REPORTING