Accountant

Department: Accounts & Finance Designation: Junior Accountant Reports To: Senior Accountant / Accounts Manager Location: As assigned by Management

1. Job Purpose

The Junior Accountant is responsible for maintaining accurate daily financial records, recording sales and purchase transactions, managing bills and invoices, assisting with payment and receipt entries, maintaining vendor and customer accounts, and supporting the Accounts Department in daily operations.

The employee must ensure that all financial transactions are recorded correctly and on time, documents are properly maintained, and any discrepancies or delays are reported to the Senior Accountant or Management.

2. Key Responsibilities

A. Daily Accounting Entries

• Record daily sales, purchase, payment and receipt transactions in the accounting software or company records.

• Maintain accurate cash, bank and expense entries.

• Enter invoices, bills, debit notes and credit notes as instructed.

• Verify that entries contain the correct date, amount, party name and supporting documents.

• Keep accounting records updated on a daily basis.

B. Sales & Purchase Documentation

• Check sales invoices and purchase bills for accuracy.

• Verify quantities, rates, GST details and totals against available supporting documents.

• Coordinate with the Purchase, Sales and Store departments to obtain missing bills or information.

• Maintain proper records of all purchase and sales transactions.

• Inform the Senior Accountant about incorrect, duplicate or missing bills.

C. Vendor & Customer Accounts

• Maintain vendor and customer ledgers.

• Record payments received from customers and payments made to vendors.

• Track outstanding receivables and payables.

• Prepare lists of pending customer payments and vendor payments.

• Follow up with the concerned departments for payment status and missing information.

D. Payment & Expense Management

• Prepare payment vouchers and supporting documents.

• Record office expenses, transport expenses and other approved business expenses.

• Verify bills and approvals before processing entries.

• Prepare payment details for review and approval by the authorized person.

• Do not release or make payments without proper authorization.

E. Bank & Cash Reconciliation

• Assist in maintaining cash books and bank books.

• Compare bank statements with company accounting records.

• Identify differences in bank balances, payment entries and receipts.

• Report any mismatch or unexplained transaction to the Senior Accountant.

• Help prepare daily cash and bank balance reports when required.

F. GST & Taxation Support

• Assist in maintaining GST-related sales and purchase records.

• Check GST details on invoices and bills.

• Organize documents required for GST returns and other tax compliance.

• Coordinate with the Senior Accountant or external accountant for missing information.

• Do not submit tax returns or make tax-related commitments without authorization.

G. Inventory & Stock Coordination

• Coordinate with the Store / Stock Incharge regarding stock-related bills and records.

• Match purchase invoices with available purchase orders and goods-received details.

• Inform the Accounts Department about quantity or rate differences.

• Assist in maintaining accurate purchase and inventory-related documentation.

• Report discrepancies between bills and stock records to the concerned senior.

H. Daily Reporting & Documentation

• Maintain organized physical and digital records of bills, vouchers, invoices and receipts.

• Prepare daily reports of entries completed, pending bills, outstanding payments and unresolved discrepancies.

• Update the prescribed Excel sheets or accounting software.

• Ensure that documents can be retrieved easily whenever Management requires them.

• Maintain confidentiality of company financial information.

I. Coordination With Other Departments

• Coordinate with Sales for sales invoices and customer receipts.

• Coordinate with Purchase for vendor bills and purchase orders.

• Coordinate with Store / Stock Incharge for goods-received information.

• Coordinate with HR / Administration for approved employee expenses and related documents.

• Follow up with the concerned department when information or documents are pending.

J. Error Reporting & Accountability

• Report duplicate entries, incorrect amounts, missing invoices and payment mismatches immediately.

• Do not make unauthorized changes to accounting records.

• Correct errors only according to the company's approval process.

• Maintain honesty, accuracy and transparency in all financial work.

• Escalate unresolved issues or repeated delays to the Senior Accountant.

3. Daily Work Checklist

The Junior Accountant should complete the following tasks as applicable each working day.

• Enter daily sales and purchase transactions.

• Record payments and receipts.

• Verify bills, invoices and vouchers.

• Update vendor and customer ledgers.

• Update outstanding payment records.

• Coordinate for missing bills and supporting documents.

• Update cash and bank records.

• Report accounting errors or discrepancies.

• Update the daily accounts report.

• Submit pending issues to the Senior Accountant before closing work.

4. Performance Evaluation

The employee's performance will be evaluated based on:

1. Accuracy of accounting entries.

2. Timely completion of daily accounting work.

3. Proper maintenance of bills, invoices and vouchers.

4. Accuracy of vendor and customer outstanding records.

5. Timely reporting of pending payments and discrepancies.

6. Coordination with other departments.

7. Compliance with company procedures and confidentiality requirements.

5. Skills & Qualifications

• Basic knowledge of accounting principles.

• Knowledge of Tally, Excel and accounting software is preferred.

• Understanding of sales invoices, purchase bills, receipts and payments.

• Basic knowledge of GST and ledger maintenance.

• Good numerical accuracy and attention to detail.

• Organized documentation and record-keeping skills.

• Honest, responsible and willing to learn.

• Ability to coordinate professionally with different departments.

• It is a Full Time Accountant job for candidates with 0 - 6 months of experience.