Accounts & Documentation Assistant.

Job Description – Documentation & Accounts AssistantPosition: Documentation & Accounts Assistant

Department: Administration / Accounts

Employment Type: Full-Time

Experience: 1–3 Years

Location: Senpronics 1st floor, Vishwaneedam post, 16 & 17, Magadi Main Rd, opp. Byadarahalli Police station, Anjana Nagar, Sunkadakatte, Bengaluru, Karnataka 560091

Job Summary: We are looking for a responsible and well-organized Documentation & Accounts Assistant to support the company in document preparation, record maintenance, basic accounting activities, billing, data entry, and general administrative work.

The candidate should be comfortable working with Microsoft Word, Excel, PDF documents, invoices, purchase and sales records, and accounting software. Good attention to detail and systematic record-keeping are essential for this position.

• Key Responsibilities: Documentation & Administrative Support: Prepare, format, edit, and maintain company documents.
• Create quotations, purchase orders, delivery challans, invoices, reports, and other business documents.
• Convert, merge, organize, and maintain PDF and electronic documents.
• Maintain proper filing of physical and digital records.
• Prepare letters, reports, statements, forms, and other official correspondence.
• Maintain document numbering and revision records where required.
• Assist in preparation of customer and vendor documentation.
• Scan, print, copy, and archive documents.
• Maintain organized folders and ensure documents can be retrieved easily.
• Assist engineering, sales, purchase, and management teams with documentation requirements.
• Accounts Maintenance: Perform day-to-day accounting data entry.
• Maintain purchase and sales records.
• Prepare and maintain invoices and payment records.
• Record expenses, receipts, payments, and petty cash transactions.
• Maintain customer and supplier account records.
• Assist with accounts payable and accounts receivable tracking.
• Follow up on pending customer payments when required.
• Maintain bank transaction and payment records.
• Assist with bank reconciliation and account reconciliation.
• Organize purchase bills, expense bills, invoices, and supporting documents.
• Coordinate with the accountant/CA for required financial documents.
• Assist in preparation and maintenance of GST-related documentation and records.
• Support monthly and annual accounts documentation as required.
• Data & Record Management: Maintain Excel sheets for purchases, sales, expenses, payments, and other business records.
• Update customer, supplier, and company databases.
• Verify entered data for accuracy and completeness.
• Maintain backup copies of important company documents and records.
• Ensure confidentiality of financial and business information.
• Required Skills: Good working knowledge of Microsoft Word.
• Good working knowledge of Microsoft Excel.
• Ability to prepare and manage PDF documents.
• Basic understanding of accounting principles.
• Experience with invoicing and bookkeeping.
• Good typing and data-entry skills.
• Ability to maintain organized physical and digital records.
• Good written and verbal communication skills.
• Strong attention to detail.

Preferred Skills: Experience with the following will be an advantage:

• Tally / TallyPrime or similar accounting software
• GST documentation
• E-Invoice and E-Way Bill documentation
• Purchase and sales accounting
• Bank reconciliation
• Accounts receivable/payable
• Advanced Excel functions
• Google Sheets and Google Drive
• ERP or business-management software
• Basic knowledge of payroll and employee records
• Qualifications: B.Com, BBA, Diploma, or Bachelor's degree in Commerce, Accounting, Business Administration, or a related field preferred.
• Candidates with relevant practical experience may also apply.
• 1–3 years of experience in documentation, administration, bookkeeping, or accounts maintenance is preferred.
• Freshers with good computer and accounting knowledge may also be considered.

Candidate Profile: The ideal candidate should be:

• Organized and systematic in maintaining records.
• Accurate when handling accounts and financial information.
• Comfortable preparing professional documents.
• Able to manage multiple routine administrative activities.
• Responsible when handling confidential company information.
• Willing to coordinate with customers, vendors, employees, accountants, and management.
• Capable of working independently with proper follow-up and task completion.

The role primarily involves:

Document Preparation → Data Entry → Filing & Record Maintenance → Billing & Invoicing → Accounts Updating → Payment Tracking → Administrative Support