Job Description

1. Billing & Dispatch Coordination

- Daily Sales Billing:

- Prepare sales bills immediately upon project completion or receipt of signed challans.

- Ensure all bills are created and recorded on the same day as dispatch (maximum delay: 1 day).

- Match bill with corresponding Proforma Invoice and dispatch records.

- Dispatch Sheet Monitoring:

- Review the bi-weekly dispatch sheet shared by the Project/Dispatch Team.

- Cross-verify all materials dispatched have corresponding challans and billing entries.

- Signed Challan Collection:

- Collect signed delivery challans from site or dispatch team within 1-2 days of material dispatch.

- Track follow-up status and escalate any missing challans to management.

- File Maintenance (Physical + Digital):

- Maintain three well-organized physical + digital files:

1. Sales Bills - Date-wise billing with client details.

2. Purchase Bills - Properly tagged with PO, vendor name, and project site.

3. Challans - Separated into internal, returnable, and dispatch-wise.

- Weekly Challan Update:

- Every Saturday, collect all challans from Mr. Dhaval.

- Enter and update challan data in the master sheet by Monday noon.

2. Purchase & Vendor Management

- Purchase Invoice Collection:

- Ensure all vendors submit purchase invoices within 5 days of delivery.

- No invoices should remain unaccounted for in Tally beyond the 5-day window.

- If invoice is pending, send two reminders weekly to the Purchase Team.

- Costing Transparency:

- Ensure each purchase entry includes:

- Purchase cost

- Expected selling price or billing value

- Maintain a margin check report for internal review, especially for bulk purchases.

- Pre-dispatch Validation (Material Gate Control):

- No material should be dispatched unless the following are confirmed:

- Signed challan is available.

- Past payment from client is cleared (for older projects).

- Accountant has verified dues and discussed with Sir and Rushi for clearance.

- Maintain a dispatch clearance log.

3. Contractor & Measurement Coordination

- Daily Measurement Review:

- Re-verify daily measurement reports shared by engineers or contractors.

- Match measurement data with:

- Work completed

- Billing scope

- Approved work orders

- Flag any discrepancies immediately before processing billing.

4. Payment Follow-Up & Collection Tracking

- 1st Follow-up Call for Client Payments:

- Initiate the first client follow-up call within 48 hours of bill submission.

- Update follow-up remarks in a shared master collection sheet with:

- Client name

- Bill amount

- Date of follow-up

- Client's response

- Maintain a weekly Payment Collection Summary Report for management.

5. Petty Cash & Internal Expense Management

- Manage all petty cash transactions via vouchers.

- Daily voucher entry into Tally or Expense Sheet.

- Weekly reconciliation and reporting every Saturday.

6. Taxation & Compliance

| Tax Type | Due Date | Accountant Responsibility |

|--------------|--------------|-------------------------------|

| TDS Payment | 7th monthly | Timely deposit + challan filing |

| GSTR-1 Filing | 8th monthly | Ensure sales bills match with system |

| GSTR-2A Reconciliation | 14th monthly | Reconcile purchase bills with portal |

| GSTR-3B Filing | 20th monthly | Input/output tax review and submission |

- Coordinate with CA if needed but ensure all base data is ready 2 days prior.

7. Document Control & Policy Adherence

- No original bills (sales or purchase) should be:

- Passed internally without duplication scan and filing.

- Shared externally without management approval.

- Only soft copies or copies should be circulated unless explicitly instructed.

- Maintain a secure cloud or drive backup of:

- Daily invoices

- Tax documents

- Contractor bills

8. Daily & Weekly Reporting

- Daily Update Sheet (by 6:30 PM):

- Bills made

- Challans received/missing

- Purchase invoices pending

- Follow-ups done

- Weekly Summary Report (Monday Morning):

- Purchase invoices pending beyond 5 days

- Collection update status

- Petty cash summary

- Tax/filing calendar status

Job Type: Full-time

Pay: ₹25,000.00 - ₹30,000.00 per month

Benefits:

Cell phone reimbursement
Education:

Diploma (Preferred)
Experience:

Accounting: 1 year (Preferred)
Work Location: In person