Factory Admin & Accounts Executive

Dronify Global; Ahmedabad District; On-site; INR 279,000 - 391,000; Full time

Job summary

Dronify Global is seeking a proactive Factory Admin & Accounts Executive in Moraiya, Ahmedabad to manage daily factory administration and accounting needs. The role emphasizes expense control, material verification, vendor coordination, and payroll support, with regular factory rounds and strong inter‑department collaboration.

The ideal candidate will have commerce education, experience in manufacturing administration, and proficiency in Zoho and Excel.

Qualifications

• Graduate background in commerce or related discipline.
• Experience in manufacturing or factory administration preferred.
• Strong documentation, ledger, and payroll coordination skills.

Responsibilities

• Oversee day‑to‑day factory administration, housekeeping follow‑ups, upkeep, utilities and requirements.
• Conduct regular factory rounds and ensure corrective actions are completed.
• Coordinate with production, stores, quality, dispatch and accounts to resolve issues.
• Raise POs, follow up with vendors, verify receipts and services.
• Support order processing and coordinate customer delivery schedules.
• Maintain organized records of purchases, contracts, service visits and approvals.
• Maintain attendance, leave and overtime records; coordinate staffing needs.
• Maintain day‑to‑day bookkeeping in Zoho; perform bank and ledger reconciliations.
• Support GST, TDS and MSME compliance and year‑end finalisation.
• Submit weekly reports on expenses, stock discrepancies and improvement opportunities.
• Be open to learning Zoho/ERP tooling and implement process improvements.

Skills

Coordination

Communication

Attention to detail

Team collaboration

Education

Bachelor's degree in commerce

Tools

Zoho

Excel

Job description

Job Title: Factory Admin & Accounts Executive

Location: Moraiya, Ahmedabad
Department: General Administration & Accounting
Reporting To: Management / Director
Salary Range: 25,000 to 35,000 per month

Role Overview

We are looking for a proactive and organised professional to manage everyday factory administration, strengthen expense and material controls, coordinate with employees, customers and vendors, and maintain routine accounting records.

This is a hands‑on role requiring regular factory rounds, physical verification, staff interaction, and close coordination with management. Factory administration and operational controls will form the majority of the role, with accounting and compliance support as supporting responsibilities.

Key Responsibilities

1. Factory Administration & Coordination

• Oversee day-to-day factory administration, housekeeping follow-ups, upkeep, utilities, and administrative requirements.
• Conduct regular factory rounds, identify gaps, and follow through until corrective actions are completed.
• Coordinate with production, stores, quality, dispatch, and accounts teams to resolve routine administrative issues.
• Raise purchase orders for approved requirements, follow up with vendors, and verify receipt of goods or completion of services.
• Support order processing and coordinate customer delivery schedules with production and dispatch teams.
• Maintain organised records of purchases, contracts, service visits, approvals, and other factory documentation.

2. Expense Monitoring & Internal Controls

• Scrutinise factory expenses, petty cash, reimbursements, transport charges, repairs, and local purchases.
• Verify bills against approvals, supporting documents, agreed rates, and actual goods or services received.
• Identify duplicate billing, unsupported expenses, unusual consumption, wastage, and potential leakages; report findings to management.
• Track expenses against approved budgets and explain significant variations.
• Maintain records for non-inventory items such as tools, maintenance spares, cleaning materials, uniforms, stationery, and office supplies.
• Track their purchase, issue, consumption, and replacement, including durable items assigned to employees.
• Recommend practical cost‑saving measures without compromising quality, safety, or production requirements.

3. Inventory Verification & Material Accountability

• Conduct scheduled and surprise physical checks of raw materials, packaging materials, and relevant consumables with the stores and production teams.
• Reconcile physical quantities with stock records and review supporting receipts, issues, returns, and wastage entries.
• Investigate discrepancies and present findings to management for review and authorised correction.
• Track damaged, expired, slow-moving, or unaccounted materials and follow up on approved actions.
• Maintain verification reports and monitor closure of discrepancies.
• Follow approval controls; stock adjustments, write‑offs, and payments must receive the required independent authorisation.

4. Staff Coordination & Workplace Culture

• Maintain attendance, leave, overtime, and employee reimbursement records.
• Coordinate with labour, supervisors, and management on staffing requirements and routine workplace concerns.
• Support employee onboarding and explain attendance, documentation, housekeeping, and administrative procedures.
• Encourage punctuality, accountability, respectful communication, teamwork, and responsible use of company resources.
• Keep employees engaged through regular interaction, recognition of good practices, and timely escalation of concerns.
• Coordinate training with production and quality teams and follow up on implementation.

5. Routine Accounting & Reconciliation

• Maintain day-to-day purchase, sales, expense, bank, and journal entries in Zoho.
• Maintain invoice, voucher, receivable, and payable records.
• Complete monthly bank reconciliation and periodic vendor and customer ledger reconciliation.
• Follow up on outstanding receivables and prepare payment schedules for approval.
• Review ledgers and flag incorrect or missing entries to support accurate month‑end accounts and trial balance.
• Prepare payroll inputs and support monthly payroll processing.

6. Compliance & Audit Support

• Maintain a compliance calendar and coordinate timely documentation with management and the CA.
• Support GST, TDS, and applicable MSME-related requirements through accurate records and timely information.
• Assist with statutory and tax audits and year‑end finalisation of accounts.
• Track pending documents, queries, and agreed deadlines through closure.

7. Technology & Process Improvement

• Be willing to learn and adopt Zoho, ERP systems, digital approval workflows, and other relevant tools.
• Help improve registers, checklists, reporting formats, and routine administrative processes.
• Submit a weekly management report covering expenses, stock discrepancies, outstanding actions, staff issues, and improvement opportunities.

8. Customer Coordination, Purchase Orders & Payment Follow-ups

• Coordinate with customers to obtain purchase orders (POs), confirm order requirements, and follow up on pending or revised POs.
• Verify PO details, including product, quantity, agreed pricing, payment terms, and delivery schedule; resolve discrepancies before order processing.
• Coordinate with production and dispatch teams to confirm delivery timelines and keep customers informed of order status.
• Ensure customers receive invoices, delivery documents, and other supporting records required for payment processing.
• Follow up with customers and their accounts teams for payment release as per agreed terms; track promised payment dates and elevate overdue amounts to management.
• Resolve payment holds arising from invoice discrepancies, missing documents, delivery issues, or ledger mismatches in coordination with the relevant teams.
• Maintain an updated tracker of customer POs, pending orders, outstanding payments, and follow-up commitments.

Candidate Requirements

• Graduate in commerce, business administration, or a related discipline.
• Relevant experience in manufacturing or factory administration; food manufacturing experience is preferred.
• Working knowledge of bookkeeping, reconciliations, GST/TDS documentation, and payroll coordination.
• Comfortable using Zoho and Excel or Google Sheets.
• Able to communicate effectively with workers, supervisors, vendors, and management; Gujarati and Hindi proficiency preferred.
• Strong follow-through, attention to detail, integrity, and willingness to work actively on the factory floor.

What Success Looks Like

Accurate and timely records, well‑supported expenses, prompt closure of stock discrepancies, reliable staff coordination, timely compliance support, and visible improvement in everyday factory discipline.