Accounts Executive and Administrator

Quad Global Solutions; Mumbai; On-site; INR 201,000 - 279,000; Full time

Job summary

Quad Global Solutions in Mumbai is seeking an Accounting & Documentation Coordinator to handle GST filings, bookkeeping, payroll-related records, and office administration.

The role requires strong Excel and Zoho/ERP familiarity, with emphasis on accurate record-keeping, timely expense tracking, and compliance. Freshers may apply; experienced candidates preferred.

Qualifications

• Experience in accounting, GST filing, and bookkeeping.
• Experience with Tally Prime, Zoho, or QuickBooks.
• Strong documentation and record-keeping abilities.

Responsibilities

• Manage GST filing and accounts payable/receivable processes.
• Maintain office, HR, and contract documentation and records.
• Track site and office expenses and prepare cost summaries in Excel.
• Maintain vendor, client databases and ensure timely invoicing.

Skills

Microsoft Excel

Google Workspace

Documentation

Communication

Tools

Zoho

Tally Prime

QuickBooks

MS Word

Job description

Job Description

Accounting & Documentation, GST, Eway bills, Book keeping, Site Expenses.

Department

Accounts & Administration.

Designation

Accounting & Documentation Coordinator, Office Administrator

Reporting To

Management

Job Location

Hitech Plaza, Shanti Nagar, Andheri East, Mumbai 400093.

Timing

Monday to Friday: 9:30 AM to 6 PM, Saturday: 9:30 AM - 1:30 PM

Sunday

Holiday

Holidays

Sun's, Selected Bank & Religious Holidays.

Annual Leave

10 Days Annually.

Sick / Incidental Leave

1 Week Annually.

Salary

Rs 18000 - 25000 Per Month depending on Experience, Written test and Interview.

Experience

Atleast 1 Year. (Preference will be given to candidates living close to the office location), Freshers can apply as well.

Role Objective

To manage the company's office administration, employee documentation, routine office and site expenses, compliance records, online research in an organised and timely manner.

Key Responsibilities

1. Accounting & GST filing. (skill set: Tally Prime, or advanced Excel , ZOHO, Quickbooks)

• Focuses on preparing and filing GST returns (such as GSTR-1 and GSTR-3B), matching purchase and sales data with the GST portal, tracking Input Tax Credit (ITC), and managing tax notices.
• Manages incoming vendor bills, tracks outgoing payments (accounts payable), generates customer invoices, and follows up on pending customer payments (accounts receivable).
• Handles foundational daily bookkeeping, records journal entries, and updates general ledgers under supervision.
• Specializes in matching company ledger records with bank statements to clear discrepancies, check cleared checks.
• Compiles financial data, prepares daily or monthly cost sheets, and builds Excel reports to help management track business performance.
• Manages employee salary processing, PF/ESI/TDS deductions, and employee payment records.
• Oversees stock movements, checks incoming and outgoing goods, and generates accurate commercial or tax invoices.

2. Allied Office Administration work:

• Maintain office agreements and monitor their renewal dates and timely rents.
• Process and maintain records of monthly electricity, internet and other office bills.
• Coordinate compliance documentation, including GST and IEC-related updates.
• Assist with website activation and synchronisation of official email accounts with Google services.
• Maintain organised physical and digital records of office-related documents.
• Coordinate with vendors and service providers for routine office requirements.

3. HR Documentation:

• Collect, verify and compile documents of all employees.
• Maintain employee files in physical and digital formats.
• Record and update daily attendance.
• Maintain employee leave records.
• Prepare monthly attendance summaries and salary slips.
• Coordinate medical insurance for employees.
• Coordinate life insurance documentation for employees.
• Maintain Workmen Compensation Insurance records for site contractors and eligible workers.
• Monitor renewal dates of employee and contractor insurance policies.
• Maintain confidentiality of employee records and personal information.

4. Site and Office Expense Management:

• Record all project-wise site expenses in Excel, Google Sheets or the Zoho application.
• Collect and organise bills, invoices, vouchers and payment records.
• Maintain separate records for material, labour, machinery, travel and administrative expenses.
• Record and monitor routine office expenses.
• Prepare weekly and monthly expense summaries for management.
• Coordinate with site engineers to obtain pending expense details and supporting bills.
• Report missing bills, duplicate entries or unusual expenses to management.
• Labelling and dispatching couriers to Clients, banks another stake holders.

5. Research and Database Management

• Develop and regularly update the companys client database.
• Research prospective clients, consultants, architects, schools, clubs, developers and sports organisations.
• Maintain contact details and records of communication and follow-ups.
• Conduct vendor and service-provider research whenever required.
• Assist management with basic online research and data compilation.

Preferred Required Skills

• Working knowledge of Microsoft Excel, Word and Google Workspace.
• Basic knowledge of Zoho applications will be preferred.
• Good documentation, filing and record-management skills.
• Ability to prepare expense statements and simple reports.
• Good written and verbal communication skills.
• Ability to coordinate with employees, contractors, vendors and service providers.
• Attention to detail and ability to maintain confidentiality.
• Ability to prioritise tasks and meet deadlines.

Performance Expectations

• Office bills and renewals must be tracked and completed before their due dates.
• Employee attendance, leave and salary records must be updated accurately.
• Site and office expenses must be recorded with the necessary supporting documents.
• Employee and contractor insurance records must remain valid and up to date.
• Drawings must be properly named, revised, filed and submitted within the assigned timelines.
• Client and vendor databases must be regularly updated.
• All company and employee information must be handled confidentially.