HR & Accounts Executive

Elementsenergies; Chennai; On-site; INR 400,000 - 650,000; Full time

Job summary

Elementsenergies in Chennai hires an HR & Accounts Executive to manage employee records, payroll inputs and GST coordination while handling day-to-day financial documentation.

The role also covers invoicing, vendor management, office administration and compliance support in a growing startup environment. You will liaise with employees, vendors, clients and the company CA to ensure timely, accurate records.

Qualifications

• Bachelor's degree in Commerce, Accounting, Business Administration, HR or related field.
• Basic knowledge of bookkeeping, invoicing, GST and financial documentation.
• Familiarity with HR administration, payroll coordination, and attendance management.
• Proficiency in Excel, Google Sheets and office tools.
• Strong organizational skills and ability to manage multiple tasks.
• Good written and verbal communication; ability to handle confidential information.

Responsibilities

• Maintain employee records, attendance, leave balances and documentation.
• Coordinate recruitment, onboarding, letters, certificates and exits.
• Process payroll inputs, reimbursements and deductions with accuracy.
• Prepare and reconcile invoices, GST data and statutory filings with CA.
• Maintain vendor records, POs and payment schedules.
• Coordinate office procurement, supplies, facilities and admin tasks.
• Support grants/projects budget tracking and financial reporting.
• Ensure compliant, organized HR, accounts and admin records.

Skills

Bookkeeping basics

Invoice processing

GST coordination

HR administration

Payroll coordination

Attendance management

Microsoft Excel

Google Sheets

Communication skills

Confidentiality

Attention to detail

Organizational skills

Education

Bachelor's degree in Commerce, Accounting, Business Administration, HR or related

Tools

Tally Prime

Zoho Books

Job description

Role Overview

We are looking for a detail-oriented and organized HR & Accounts Executive to manage employee administration, office operations, invoicing, GST coordination, and day-to-day financial documentation. The candidate will play an important role in ensuring smooth internal operations, maintaining accurate records, supporting statutory compliance, and coordinating with employees, vendors, clients, and external accountants.

This role requires someone comfortable handling multiple responsibilities in a growing startup environment.

Key Responsibilities

1. Human Resources & Employee Management

• Maintain employee records, personnel files, attendance, leave balances, and employment documentation.
• Coordinate recruitment activities, including job postings, interview scheduling, candidate communication, and onboarding.
• Prepare and coordinate offer letters, appointment letters, internship letters, experience certificates, and relieving letters.
• Track employee attendance, working hours, leave requests, and monthly payroll inputs.
• Coordinate monthly payroll processing, salary documentation, reimbursements, and employee-related deductions.
• Maintain HR policies, employee handbooks, holiday calendars, and internal procedures.
• Support employee engagement, performance review coordination, and internal communications.
• Track probation periods, contract renewals, internship durations, and employee exits.

2. Accounting & Bookkeeping

• Maintain day-to-day records of income, expenses, purchases, payments, and receipts.
• Record and organize financial transactions, invoices, receipts, and supporting documents.
• Maintain accounts payable and receivable records and track outstanding payments.
• Prepare expense statements, reimbursement summaries, and monthly financial reports.
• Reconcile bank statements with accounting records and identify discrepancies.
• Maintain vendor records, purchase orders, payment schedules, and expense documentation.
• Coordinate with the company's Chartered Accountant (CA) for bookkeeping reviews, financial statements, and statutory filings.
• Assist in preparing cash flow statements, budgets, and financial summaries for management.

3. GST, Invoicing & Statutory Compliance

• Prepare and issue customer invoices, pro forma invoices, quotations, and payment receipts.
• Verify GST details, HSN/SAC classifications where applicable, tax rates, and invoice particulars in coordination with the CA.
• Maintain GST-compliant sales and purchase invoice records.
• Track GST collected, input tax credit documentation, and applicable tax payment requirements.
• Coordinate with the CA for GST return preparation, reconciliation, and timely filing.
• Track TDS applicability, deduction records, certificates, and filing requirements with the CA.
• Maintain statutory records and support compliance with applicable company, tax, and employment requirements.
• Monitor invoice due dates and follow up with customers for pending payments.

4. Office Administration & Procurement

• Manage office supplies, stationery, pantry essentials, housekeeping requirements, and other administrative purchases.
• Monitor inventory levels and ensure timely replenishment of office materials.
• Coordinate vendor quotations, procurement, deliveries, bills, and payments.
• Maintain office assets, equipment registers, maintenance schedules, and allocation records.
• Coordinate office facilities, repairs, utilities, internet connectivity, and other service providers.
• Maintain an organized office environment and support day-to-day operational requirements.
• Ensure administrative expenses are documented and tracked against budgets.

5. Grant & Project Financial Documentation

• Maintain project-wise expense records and supporting bills for grants, pilots, and funded programmes.
• Organize invoices, payment proofs, bank statements, and expense documentation for financial reporting.
• Assist in preparing utilization statements, statements of expenditure, and milestone-wise expense reports.
• Track approved budgets, actual expenditure, and available balances for individual projects.
• Coordinate with project teams and the CA to ensure expenses are properly documented and classified.
• Support financial audits, grant reviews, and requests for supporting documents from funding agencies.

6. General Operations & Management Support

• Maintain organized digital and physical filing systems for HR, accounts, administration, and compliance records.
• Prepare internal trackers, spreadsheets, and management reports.
• Coordinate employee reimbursements, travel bookings, and administrative arrangements.
• Track recurring payments, subscriptions, office rent, utility bills, and vendor contracts.
• Support management with documentation for incubators, grant applications, audits, and other business requirements.
• Identify opportunities to improve internal processes and administrative efficiency.

Required Qualifications

• Bachelor's degree in Commerce, Accounting, Business Administration, Human Resources, or a related discipline.
• Basic knowledge of bookkeeping, invoicing, GST, and financial documentation.
• Familiarity with HR administration, employee records, payroll coordination, and attendance management.
• Proficiency in Microsoft Excel, Google Sheets, and office productivity tools.
• Strong organizational skills, attention to detail, and the ability to manage multiple responsibilities.
• Good written and verbal communication skills.
• Ability to maintain confidentiality when handling employee, salary, and financial information.

Preferred Skills

• Experience with accounting software such as Tally Prime, Zoho Books, or similar platforms.
• Familiarity with GST invoicing, GST reconciliation, TDS, and statutory compliance coordination.
• Experience with payroll processing and HR management tools.
• Understanding of vendor management, procurement, and office administration.
• Experience maintaining project budgets, grant expenses, or audit documentation.
• Prior experience in a startup, small business, or growing organization.

Key Competencies

• High attention to detail and accuracy.
• Strong coordination and time-management skills.
• Ownership of routine administrative and financial processes.
• Discretion and integrity in handling confidential information.
• Proactive problem-solving and follow-through.
• Ability to work independently and collaborate across teams.

What We Offer

• An opportunity to contribute to the growth of an emerging climate-tech startup.
• Exposure to HR, finance, accounting, and business operations.
• Opportunities to build and improve internal systems and processes.
• A collaborative working environment with exposure to startup operations and funded projects.

Performance Expectations

Success in this role will be measured by:

• Accurate and up-to-date employee and financial records.
• Timely invoicing and systematic follow-up on outstanding payments.
• Timely coordination of payroll, GST, and other applicable compliance activities.
• Effective management of office supplies, vendors, and administrative expenses.
• Complete and audit-ready documentation for grant-funded projects.
• Reliable reporting and smooth day-to-day office operations.