Junior Accountant

JOB DESCRIPTION

Junior Accountant & Office Administrator

Company: Solutions Incorporation

Department: Accounts & Administration

Position: Junior Accountant

Reporting To: Management / Senior Accountant

Employment Type: Full-Time

1. Accounting & Bookkeeping

- Maintain day-to-day accounting records in Tally.

- Enter sales, purchase, expenses, receipts and payment vouchers.

- Maintain ledgers, journal entries, bank entries and cash books.

- Perform regular bank reconciliation.

- Maintain client-wise and vendor-wise accounts.

- Keep track of outstanding payments and receivables.

- Ensure all bills, invoices, receipts and supporting documents are properly filed.

- Prepare monthly income and expenditure statements.

- Maintain accurate and updated accounting records.

2. GST, Income Tax & Tax Audit

- Prepare and coordinate monthly/quarterly GST returns (GSTR-1 and GSTR-3B).

- Reconcile purchase and sales data with GSTR-2B.

- Maintain GST records and ensure timely filing.

- Coordinate with the CA for GST returns, income tax returns and tax audit requirements.

- Maintain TDS records, calculate deductions and coordinate TDS payments and returns.

- Prepare data and supporting documents required for statutory and tax audits.

- Maintain records of tax payments, challans and acknowledgements.

- Track statutory due dates and ensure compliance within prescribed timelines.

- Assist in preparing financial statements and audit schedules.

3. Staff Salary & Advance Management

- Prepare monthly salary sheets for all office staff.

- Maintain staff attendance, leave and salary records.

- Calculate monthly salaries, deductions, advances and balances.

- Maintain a separate advance register for every employee.

- Record salary advances given to staff.

- Ensure monthly advance deductions are correctly reflected.

- Prepare monthly salary payment statements.

- Coordinate and process salary payments after management approval.

- Maintain salary payment acknowledgements.

4. Petty Cash & Daily Office Expenses

- Maintain the office petty cash register.

- Record all daily cash expenses.

- Maintain bills and receipts for every expenditure.

- Track petty cash received, spent and balance available.

- Obtain approval before making non-routine expenses.

- Maintain records of office purchases, refreshments, stationery, courier, transport and other miscellaneous expenses.

- Submit a weekly petty cash statement to management.

- Ensure that petty cash balances are physically verified and reconciled.

5. Client Payments & Follow-ups

- Maintain a client-wise outstanding payment register.

- Track professional fees, invoices and pending client payments.

- Follow up with clients for outstanding payments through calls and WhatsApp.

- Send payment reminders and share invoices when required.

- Record all client receipts in Tally.

- Issue payment receipts and coordinate invoice requirements.

- Inform management about delayed payments and long-pending outstanding amounts.

- Maintain a daily collection and payment follow-up report.

6. Vendor Payments & Financial Transactions

- Maintain vendor-wise payment records.

- Track electricity, internet, telephone, maintenance and other recurring bills.

- Ensure bills are received before their due dates.

- Prepare payment details for management approval.

- Coordinate NEFT, RTGS, IMPS and other bank transfers.

- Maintain payment proofs and transaction records.

- Ensure that no payment is made without proper approval.

7. Office Administration & Staff Management

- Coordinate the day-to-day functioning of the office.

- Ensure office Wi-Fi and internet connectivity are working.

- Coordinate with internet service providers for complaints, renewals and payments.

- Monitor office electricity, telephone, printer, CCTV and other utilities.

- Coordinate repairs, maintenance and servicing of office equipment.

- Maintain office stationery and inventory.

- Coordinate with housekeeping and office support staff.

- Monitor staff attendance, punctuality and leave records.

- Ensure the office is clean, organised and operational.

- Coordinate courier, dispatch and document collection.

- Inform management promptly about office-related problems.

8. Record Keeping & Documentation

- Maintain physical and digital files of invoices, bills, receipts and bank statements.

- Maintain organised client and vendor records.

- Keep tax-related documents ready for the CA.

- Maintain confidential financial and salary records.

- Take regular backups of accounting data.

- Ensure all documents are properly named, filed and retrievable.

9. Daily, Weekly & Monthly Reporting

Daily Responsibilities

- Update Tally entries.

- Record all receipts and payments.

- Update petty cash.

- Check client outstanding payments.

- Monitor office expenses and administrative requirements.

- Report urgent issues to management.

Weekly Responsibilities

- Submit petty cash statement.

- Submit client payment follow-up report.

- Review vendor dues and upcoming payments.

- Review staff attendance and advances.

- Check pending accounting entries.

Monthly Responsibilities

- Prepare salary sheets and salary payment details.

- Reconcile bank accounts.

- Prepare monthly income and expenditure statements.

- Review client outstanding balances.

- Review vendor outstanding balances.

- Coordinate GST and TDS compliance.

- Submit a complete monthly accounts report to management.

10. Skills & Qualifications

- B.Com or equivalent qualification preferred.

- Minimum 1–3 years of accounting experience.

- Good working knowledge of Tally Prime.

- Knowledge of GST, TDS and basic income tax compliance.

- Good knowledge of MS Excel and Word.

- Experience in salary preparation and bookkeeping.

- Good communication skills for client payment follow-ups.

- Ability to independently manage routine office administration.

- Honest, organised, punctual and responsible.

- Ability to maintain confidentiality of financial information.

11. Important Rules & Responsibilities

1. No payment shall be made without management approval.

2. No cash expense shall be incurred without a supporting bill or approved explanation.

3. All financial transactions must be entered in Tally promptly.

4. Staff salary and advance records must be updated every month.

5. GST and statutory compliance deadlines must never be missed.

6. All client collections must be recorded and reported.

7. Personal expenses must never be mixed with company expenses.

8. Financial information, client details and company records must remain confidential.

9. Any accounting discrepancy or financial irregularity must immediately be brought to management's attention.

10. The employee will be responsible for ensuring that the accounts and day-to-day office administration remain properly organised.

Performance Expectations: The Junior Accountant is expected to ensure accurate accounting, timely statutory compliance, proper tracking of payments, disciplined cash management and smooth day-to-day office functioning.

• It is a Full Time Accountant job for candidates with 4 - 6+ years Experience.