Admin & Accounts Executive

POST A RESUME HR Consultancy; Ahmedabad District; On-site; INR 240,000 - 360,000; Full time

Job summary

POST A RESUME HR Consultancy in Motera, Ahmedabad is seeking a dependable executive to manage daily office administration and keep accurate financial, project and employee records across consulting and fashion businesses.

You’ll handle record keeping, document preparation and timely follow‑up with a high degree of independence, confidentiality and task ownership.

Qualifications

• Graduate with commerce or business administration preferred.
• Proficient with Excel/Google Sheets for data entry, sorting and basic formulas.
• Experience with invoices, vouchers, petty cash, receivables and payroll records.
• Good written and verbal English and Hindi; Gujarati helpful.
• Consulting or government documentation experience is an advantage.

Responsibilities

• Maintain petty cash records, track receipts, and prepare vouchers for approval.
• Prepare and issue invoices, track payments and reconcile records.
• Maintain payroll records and monthly salary calculations with confidentiality.
• Coordinate with CA for GST documents and monthly reconciliation.
• Coordinate office maintenance, vendor quotes and service follow-ups.
• Handle travel bookings, document formatting, and filing of records.
• Maintain organised physical and digital files and ensure timely follow-up.

Skills

Attention to detail

Confidentiality

Cash handling

Follow-up

English and Hindi communication

Education

Bachelor’s degree in Commerce or Business Administration

Tools

Excel

Google Sheets

Word

Tally

PDF handling

Job description

Role overview

We are looking for a dependable, organised executive to manage everyday office administration and maintain accurate financial, project and employee records across our consulting and fashion businesses. The role combines hands‑on coordination with computer‑based record keeping, document preparation and timely follow‑up. You should be comfortable working independently, handling confidential information and closing assigned tasks without repeated reminders.

Responsibilities

The responsibilities below are not listed in order of priority.

Experience -2–4 years in office administration, accounts support or project coordination

Location - Motera, Ahmedabad

Skills and qualifications

• Graduate; commerce, business administration or a related qualification preferred. Practical competence and reliability are essential.
• Working knowledge of Excel / Google Sheets: data entry, sorting, filters, totals, basic formulas, lookups and simple summaries; ability to maintain accurate linked registers.
• Comfort with Word, email, shared folders, scanning, PDFs and online hotel / taxi booking.
• Basic understanding of invoices, vouchers, petty cash, receivables, expense allocation and payroll records. Tally or similar accounting software experience is an advantage.
• Clear written and verbal communication in English and Hindi; Gujarati is useful for local coordination.
• Strong attention to detail, confidentiality, responsible cash handling and consistent follow‑up. Consulting or government‑documentation experience is an advantage.

Petty cash and expense records

• Maintain separate petty cash records for each business, record receipts and payments, collect bills and prepare vouchers for approval and signature.
• Check the recorded balance against cash on hand, track staff advances and reimbursement documents, and flag missing bills or differences promptly.
• Record approved expenses against the correct business, project and expense category; maintain supporting documents and request replenishment when needed.

Consulting project records, invoicing and payment tracking

• Create and maintain unique project codes and a master register containing client details, work orders, project status, billing milestones and related documents.
• Track project revenue, invoices raised, payments received, outstanding amounts and expenditure. Allocate receipts and expenses project-wise using approved allocation rules; flag items requiring clarification.
• Prepare project invoices from instructions and approved templates. Obtain confirmation from the consulting team and CA on bill of supply or tax invoice requirements before issue.
• Maintain invoice dispatch and acknowledgement records, follow up on outstanding payments as instructed, and compile a monthly project revenue and expenditure summary.

Business development documentation and government mail

• Support the consulting team with compiling, formatting and organising proposals, expressions of interest, tender submissions and supporting credentials, using approved content and templates.
• Maintain a checklist of required documents, submission dates, acknowledgements and pending items; coordinate internally to obtain missing documents.
• Maintain inward and outward registers for physical mail and email correspondence with government offices, linked to the relevant project or reference number.
• Arrange approved dispatches by post, courier or email; retain tracking details and delivery acknowledgements, route incoming correspondence and track follow‑up deadlines.

Payroll, attendance and leave records

• Maintain attendance, approved leave, leave balances and employee records for both businesses.
• Prepare the monthly salary roll using approved salary details, attendance, unpaid leave, advances and other authorised adjustments; submit it for management review before payment.
• Keep payroll documents confidential and maintain records of approved salary payments and pending queries.

CA coordination and monthly reconciliation support

• Compile and send GST invoices and supporting sales, purchase and expense documents to Udit at the CA office within agreed timelines, keeping records separate for each business.
• Track documents sent, missing invoices, CA queries and responses; obtain tax‑related clarification from the CA rather than deciding tax treatment independently.
• Support the monthly profitability sheet update by collecting reports, matching receipts and payments to invoices or settlement records, and maintaining a list of unresolved differences.
• Prepare bank‑related paperwork, deposit cheques and retain acknowledgements when assigned. Payment release and final accounting review remain with authorised management and the CA.

Office maintenance and vendor coordination

• Coordinate office cleaning, repairs and maintenance with vendors such as the electrician and cleaning staff; arrange other temporary vendor support as required.
• Obtain quotations where requested, secure approval, coordinate visits and work completion, verify bills against agreed work and follow up on issues.
• Maintain stationery and office consumables, track routine bills and service renewals, and arrange approved purchases.

Travel, documents and general administration

• Arrange approved hotel, taxi and other travel bookings; compare options within the given budget and retain confirmations and bills.
• Prepare and format Word documents, Excel trackers, emails and PDF packs; scan, print, file and retrieve records efficiently.
• Maintain organised physical and digital files, use the agreed backup process and keep a tracker of pending tasks, owners and deadlines.
• Handle reasonable need‑based administrative coordination and local liaison connected with office or project work.