Job Description

Location:

Gurgaon, Haryana, India

Department:

Finance & HR

Employment Type:

Full-Time

Reporting To:

Finance Manager / HR Manager

About Wheelking Transhaul Inc.

Wheelking Transhaul Inc. is a fast-growing transportation and logistics company committed to operational excellence, safety, and customer satisfaction. We are expanding our Finance & HR operations in Gurgaon to support our India-based team and global business units.

Role Overview

We're seeking a detail-oriented and reliable

AP/AR & Payroll Coordinator

with solid experience in

transportation or logistics

. The ideal candidate will manage end-to-end

Accounts Payable

,

Accounts Receivable

, and

Payroll

processing with a strong understanding of industry-specific documentation and workflows (e.g., freight bills, PODs, trip sheets, detention/demurrage, fuel expenses, vendor reconciliations).

Key Responsibilities Accounts Payable (AP) -- 40%

Process and verify vendor invoices (transporters, fuel, maintenance, tolls, rentals, leasing, permits), ensuring alignment with

POs, contracts, and service agreements

. Match freight bills with

PODs/BOLs/LRs

, trip sheets, and dispatch records; resolve discrepancies proactively. Track and process

detention/demurrage

, fuel card statements, and fleet-related expenses. Perform

GRN matching

and monthly

vendor reconciliation

; manage payment cycles and aging. Ensure compliance with

GST input credit

, vendor

GSTIN validation

, and proper tax coding. Maintain vendor master: onboarding, TDS declarations, banking details, and SLA adherence.

Accounts Receivable (AR) -- 30%

Prepare and post customer invoices based on

rate cards, lanes, loads

, and contractual terms. Manage

e-invoicing

(if applicable), EDI/customer portal submissions, and

invoice supporting documentation

(PODs, BOLs, trip confirmations). Monitor

AR aging

, follow up on collections, send reminders/SoAs, and resolve short-pays/deductions. Coordinate with operations to address

accessorials

(waiting, detention, lumper, storage) and ensure timely billing. Record receipts, apply adjustments, and reconcile customer accounts monthly.

Payroll -- 20%

End-to-end

monthly payroll processing

for India employees (staff/drivers as applicable): Attendance & shift reconciliation, overtime, trip allowances,

driver settlements

. Statutory deductions and filings:

EPF, ESIC, Professional Tax (PT), TDS

. Handle

bonus/gratuity

, F&F settlements, and payroll MIS. Coordinate with HR for onboarding, CTC breakups, pay structure changes, and policy adherence. Maintain payroll records, employee master data, and confidentiality.

Compliance, Reporting & Controls -- 10%

Prepare

MIS reports

: AP/AR aging, cash flow forecast, DSO/DPO, cost per trip, revenue per lane. Support

GST returns

,

TDS

returns, and statutory audits; ensure accurate ledgers and schedules. Maintain internal controls (3-way match, approval hierarchy, document retention, audit trail). Assist in month-end close: accruals, provisions, reconciliations, journal postings.

Required Qualifications

Bachelor's degree

in Accounting, Commerce, Finance, or related field (B.Com/M.Com preferred).

1-3 years

of experience in AP/AR and payroll,

mandatory

experience in

transportation/logistics

. Strong knowledge of

Indian statutory compliance

:

GST, TDS, EPF, ESIC, PT

, payroll tax rules, and e-invoicing (if applicable). Proficiency with accounting/ERP tools (any of:

Tally, SAP Business One, Oracle, NetSuite, QuickBooks, Zoho Books

) and

Advanced Excel

(VLOOKUP, Pivot Tables, Power Query). Experience with

customer/vendor portals

, EDI submissions, and supporting documentation (PODs, BOLs/LR, trip sheets). Excellent attention to detail, time management, and communication skills.

Preferred Skills

Experience with

fleet operations

data: fuel cards, maintenance logs, permits, leasing, tolls. Familiarity with

multi-currency

transactions and intercompany entries (ideal for global operations). Working knowledge of

HRMS

for attendance and payroll workflows. Ability to coordinate across

Operations, Dispatch, and Customer Service

for billing accuracy.

Key Performance Indicators (KPIs)

AP Aging & On-Time Payments

(vendor reconciliation accuracy).

AR DSO

and collection efficiency.

Billing accuracy

and time-to-invoice after load completion.

Payroll accuracy

and on-time statutory filings (EPF/ESIC/TDS). Reduction in

disputes

, write-offs, and approval cycle times.

Work Mode & Schedule

Location:

On-site, Gurgaon.

Working Days:

Monday-Friday (and occasional Saturday as needed during month-end).

Shift:

Day shift; flexibility during billing/payroll cycles.

Compensation & Benefits

Competitive salary as per industry standards. Statutory benefits and reimbursements as per company policy. Growth opportunities within Finance & HR across India and global units.
Job Types: Full-time, Permanent

Pay: ₹25,000.00 - ₹35,000.00 per month

Benefits:

* Provident Fund