Account Assistant

Job Description – Accounts Assistant / Back Office & Procurement

Position: Accounts Assistant – Back Office & Procurement

Department: Accounts / Operations

Location: Pune

Experience: 1–3 Years

Employment Type: Full-Time

We are looking for a responsible and organized Accounts Assistant to manage day-to-day back-office operations, material movement, stock records, vendor coordination, procurement, and basic accounting support. The candidate will be responsible for maintaining accurate records of materials, purchases, vendors, and stock while ensuring smooth coordination between the office, vendors, and project/site teams.

Key Responsibilities

1. Back Office & Documentation

• Maintain day-to-day office and project-related records.
• Prepare and maintain purchase orders, invoices, delivery challans, and other documents.
• Maintain proper filing of bills, vouchers, purchase records, and vendor documents.
• Update Excel sheets and internal records regularly.
• Coordinate with project/site teams for documentation and material requirements.

2. Material Inward & Outward

• Record all materials received at the office, warehouse, or site.
• Verify material quantity against purchase orders, invoices, and delivery challans.
• Maintain proper records of material issued to projects/sites.
• Prepare and maintain material inward/outward registers.
• Report shortages, damages, or discrepancies immediately.

3. Stock Management

• Maintain accurate and updated stock records.
• Monitor stock levels and identify materials that need to be reordered.
• Conduct regular physical stock verification and reconcile it with records.
• Maintain project-wise material consumption and stock information.
• Ensure proper documentation for material transfers between locations/sites.

4. Vendor Management

• Coordinate with vendors regarding quotations, orders, deliveries, and payments.
• Maintain an updated vendor database with contact details, pricing, GST details, and payment terms.
• Collect and compare vendor quotations.
• Follow up with vendors for pending materials, invoices, and documentation.
• Maintain good professional relationships with suppliers and vendors.

5. Material Procurement

• Coordinate procurement of materials as per project and office requirements.
• Obtain quotations from multiple vendors and assist in price comparison.
• Prepare purchase orders after approval.
• Track purchase orders and ensure timely delivery of materials.
• Coordinate with vendors and site teams to ensure the correct material, quantity, and specifications are delivered.
• Assist management in identifying cost-effective and reliable suppliers.

6. Accounts Support

• Maintain purchase and expense records.
• Verify vendor bills and invoices before submission for payment.
• Assist in basic accounting entries and reconciliation.
• Maintain records of outstanding vendor payments.
• Coordinate with the accounts team for payment processing and documentation.
• Ensure bills and supporting documents are properly maintained.

Required Skills & Qualifications

• Graduate in B.Com, M.Com, BBA, or related field preferred.
• 1–3 years of experience in accounts, back-office operations, procurement, inventory, or vendor management.
• Good knowledge of MS Excel and MS Office.
• Basic knowledge of accounting and invoice verification.
• Knowledge of Tally/ERP/accounting software will be an advantage.
• Good understanding of purchase orders, invoices, delivery challans, and stock registers.
• Strong follow-up and vendor coordination skills.
• Good communication and negotiation skills.
• Ability to maintain accurate records and work with multiple projects simultaneously.
• Should be organized, responsible, and detail-oriented.

Preferred Candidate

The ideal candidate should be smart, proactive, organized, and comfortable handling both office and vendor coordination work. The person should have strong follow-up skills, be comfortable working on Excel, and take ownership of stock, procurement, and documentation.

Key Performance Areas (KPIs)

• Accuracy of stock and material records.
• Timely procurement and delivery of materials.
• Proper documentation of material inward/outward.
• Vendor response and delivery coordination.
• Timely verification and submission of vendor bills.
• Reduction of stock discrepancies and procurement delays.
• Maintaining updated purchase and vendor records.