Executive- Accounts Payable

Catalysts Bio Technologies; New Delhi; On-site; INR 450,000 - 650,000; Full time

Job summary

Catalysts Bio Technologies is seeking an experienced accounts payable professional to manage vendor invoices, payments, and reconciliations in our Delhi office. You will verify invoices against POs/SOs/GRNs/COAs, ensure GST compliance, resolve discrepancies, and coordinate payments with the finance team.

The role requires diligent record-keeping, strong attention to statutory details, and collaboration with vendors and internal departments to support accurate financial close.

Responsibilities

• Receive, verify, and process vendor invoices, supplier bills, and expense invoices.
• Verify invoices against Purchase Orders (POs), Service Orders (SOs), Goods Receipt Notes (GRNs), Certificates of Analysis (COAs), and other relevant supporting documents, wherever applicable.
• Ensure the accuracy of invoice values, GST details, vendor information, accounting entries, and agreed payment terms.
• Identify and resolve invoice discrepancies, duplicate invoices, missing documents, and approval-related issues.
• Ensure invoices are recorded in the appropriate company books within the prescribed timelines.
• Closely co-ordinate with banking team and prepare and share vendor payment schedules based on agreed credit terms and due dates.
• Coordinate with the Finance Manager for payment approvals.
• Monitor overdue invoices and ensure timely payments to vendors.
• Reconcile vendor ledger balances with supplier statements (Monthly /Quaterly/ Yearly) as per requirement.
• Investigate and resolve discrepancies in invoices, payments, debit notes, and credit notes.
• Follow up with vendors regarding outstanding balances and payment confirmations.
• Ensure accurate and up-to-date vendor account records across all group companies and branches.
• Maintain accurate vendor account records.
• Verify vendor GSTIN, invoice particulars, applicable GST rates, and other relevant tax details.
• Reconcil purchase records with GSTR-2B, wherever applicable, and coordinate the resolution of discrepancies.
• Verify the applicability of Reverse Charge Mechanism (RCM), GST input tax credit restrictions, the 180-day payment-related ITC reversal provisions, and blocked credit under applicable GST provisions.
• Ensure proper identification, calculation, deduction, documentation, and reporting of TDS and other applicable statutory obligations.
• Monitor payments to Micro and Small Enterprises (MSMEs), ensure compliance with applicable payment timelines and reporting requirements, and proactively highlight potential violations.
• Maintain supporting documentation and coordinate with the Finance team during GST, TDS, internal, and statutory audits.
• Track relevant compliance deadlines and ensure timely completion of assigned activities.
• Coordinate with vendors regarding invoices, outstanding payments, and account statements.
• Maintain vendor master data, including bank details, GSTIN, PAN, and payment terms.
• Ensure vendor bank detail changes are independently verified and approved.
• Maintain professional relationships with suppliers and internal departments.
• Prepare and circulate accounts payable ageing reports, vendor outstanding reports, and payment schedules within prescribed deadlines.
• Maintain complete records of invoices, payment vouchers, debit notes, credit notes, reconciliations, and supporting documents.
• Provide accurate vendor liability and outstanding payment information to the Reporting Manager for cash flow planning.
• Support monthly, quarterly, and annual financial closing activities.
• Maintain a systematic record of pending invoices, disputed balances, unapproved bills, and upcoming payment obligations.

Job description

Role & responsibilities -

1.Vendor Invoice Management

• Receive, verify, and process vendor invoices, supplier bills, and expense invoices.
• Verify invoices against Purchase Orders (POs), Service Orders (SOs), Goods Receipt Notes (GRNs), Certificates of Analysis (COAs), and other relevant supporting documents, wherever applicable.
• Ensure the accuracy of invoice values, GST details, vendor information, accounting entries, and agreed payment terms.
• Identify and resolve invoice discrepancies, duplicate invoices, missing documents, and approval-related issues.
• Ensure invoices are recorded in the appropriate company books within the prescribed timelines.

2. Vendor Payment Processing

• Closely co-ordinate with banking team and prepare and share vendor payment schedules based on agreed credit terms and due dates.
• Coordinate with the Finance Manager for payment approvals.
• Monitor overdue invoices and ensure timely payments to vendors.

3. Vendor Account Reconciliation

• Reconcile vendor ledger balances with supplier statements (Monthly /Quaterly/ Yearly) as per requirement.
• Investigate and resolve discrepancies in invoices, payments, debit notes, and credit notes.
• Follow up with vendors regarding outstanding balances and payment confirmations.
• Ensure accurate and up-to-date vendor account records across all group companies and branches.
• Maintain accurate vendor account records.

4.GST / MSME and Tax Compliance

• Verify vendor GSTIN, invoice particulars, applicable GST rates, and other relevant tax details.
• Reconcil purchase records with GSTR-2B, wherever applicable, and coordinate the resolution of discrepancies.
• Verify the applicability of Reverse Charge Mechanism (RCM), GST input tax credit restrictions, the 180-day payment-related ITC reversal provisions, and blocked credit under applicable GST provisions.
• Ensure proper identification, calculation, deduction, documentation, and reporting of TDS and other applicable statutory obligations.
• Monitor payments to Micro and Small Enterprises (MSMEs), ensure compliance with applicable payment timelines and reporting requirements, and proactively highlight potential violations.
• Maintain supporting documentation and coordinate with the Finance team during GST, TDS, internal, and statutory audits.
• Track relevant compliance deadlines and ensure timely completion of assigned activities.

5. Vendor Management

• Coordinate with vendors regarding invoices, outstanding payments, and account statements.
• Maintain vendor master data, including bank details, GSTIN, PAN, and payment terms.
• Ensure vendor bank detail changes are independently verified and approved.
• Maintain professional relationships with suppliers and internal departments.

6. Reporting and Documentation

• Prepare and circulate accounts payable ageing reports, vendor outstanding reports, and payment schedules within prescribed deadlines.
• Maintain complete records of invoices, payment vouchers, debit notes, credit notes, reconciliations, and supporting documents.
• Provide accurate vendor liability and outstanding payment information to the Reporting Manager for cash flow planning.
• Support monthly, quarterly, and annual financial closing activities.
• Maintain a systematic record of pending invoices, disputed balances, unapproved bills, and upcoming payment obligations.

7. Internal Controls and Audit Support

• Follow company policies and approval procedures for invoice processing and payments.
• Prevent duplicate payments and unauthorized transactions.
• Maintain proper documentation for internal and external audits.
• Ensure confidentiality and accuracy of financial information.