Accounts Admin

1. Purpose of the Role

The Administrative Executive is responsible for ensuring smooth day-to-day functioning of the Chartered Accountant office by managing administrative operations, coordinating with staff, handling documentation, maintaining records, and supporting partners and professional staff in operational and compliance-related activities.

2. Key Roles & Responsibilities

A. Office Administration

• Manage daily office administrative activities.

• Maintain office discipline and ensure smooth functioning of office operations.

• Supervise housekeeping, pantry, and office maintenance.

• Coordinate with vendors for office supplies, repairs, and maintenance.

• Maintain inventory of office stationery and supplies.

B. Client Documentation & Record Management

• Maintain physical and digital client files.

• Organize documents related to:

  • Income Tax

  • GST

  • ROC

  • Audit files

  • Other regulatory filings

• Ensure proper indexing and storage of client records.

• Maintain document tracking for files sent to departments or clients.

C. Compliance & Filing Support

• Assist professional staff with administrative support for:

  • Income Tax return filings

  • GST filings

  • ROC filings

  • TDS returns

• Handle printing, scanning, and uploading of documents.

• Maintain records of due dates and filing acknowledgements.

D. Communication & Coordination

• Act as the first point of contact for client visits and calls.

• Coordinate meetings between clients and partners.

• Handle office email communications and courier dispatches.

• Follow up with clients for pending documents.

E. Office Systems & MIS

• Maintain administrative MIS reports such as:

  • Staff attendance

  • Client document pending list

  • Compliance due dates tracker

• Maintain inward and outward register for documents.

• Update client master database.

F. Billing & Basic Accounts Support

• Assist in preparation of invoices and engagement letters.

• Track client payments and follow up for outstanding fees.

• Coordinate with accounts team for expense tracking and reimbursements.

G. HR & Staff Coordination

• Maintain staff attendance and leave records.

• Coordinate onboarding formalities for new employees.

• Maintain employee records and HR documentation.

3. Required Skills & Competencies

• Strong organizational and multitasking skills.

• Knowledge of office management procedures.

• Good communication and interpersonal skills.

• Proficiency in MS Excel, Word, and email management.

• Ability to maintain confidentiality of client information.

• Basic understanding of CA office workflow (GST, IT, Audit) preferred.

• It is a Full Time Accountant job for candidates with 0 - 5 years of experience.