Accounts and Admin Executive

JOB DESCRIPTION – ACCOUNTANT & OFFICE ASSISTANT

Company: Manacle Technologies Pvt. Ltd.

Position: Accountant & Office Assistant

Department: Accounts / Administration /Operations

Location: E-71,4th Floor, Sector 6, Noida, Uttar Pradesh

Employment Type: Full-Time

Experience: 2–5 Years

About Manacle TechnologiesManacle Technologies Pvt. Ltd. is an IT/SaaS company providing ERP, Sales Force Automation, enterprise mobility, and business management solutions to organizations across FMCG, Pharma, BFSI, Retail, Education, and other sectors.

Job SummaryWe are looking for a responsible, organized, and proactive Accountant & Office Assistant who can independently handle day-to-day accounting, office administration, commercial documentation, customer coordination, billing, and payment follow-up activities.

The candidate will work closely with the Management, Sales, Accounts, and Operations teams to ensure smooth financial and administrative operations.

• Key Responsibilities1. Accounts & BillingMaintain day-to-day accounting transactions, vouchers, ledgers, and financial records.
• Manage Accounts Receivable and Accounts Payable.
• Prepare sales invoices, receipts, debit notes, credit notes, and payment vouchers.
• Prepare and maintain Proforma Invoices (PI) based on approved quotations and commercial terms.
• Maintain customer-wise billing and outstanding records.
• Track billing related to SaaS subscriptions, ERP implementation, AMC, renewals, support, and other services.
• Reconcile customer accounts and bank transactions.
• Maintain petty cash and expense records.
• Assist in monthly accounting and MIS preparation.
• Maintain proper documentation for all financial transactions.

2. Payment Follow-up & ReceivablesFollow up with customers for pending and overdue payments.

• Maintain a daily/weekly Outstanding & Payment Follow-up Report.
• Contact customers through email and telephone for payment follow-up.
• Record customer commitments and expected payment dates.
• Coordinate with the Sales team regarding pending payments.
• Escalate long-pending/overdue payments to Management.
• Update payment status immediately after receipt of payment.
• Assist in customer account reconciliation.

3. PI, Work Order & Commercial CoordinationGenerate Proforma Invoices (PI) as per approved quotations/orders.

• Coordinate with Sales/Business Development teams for Work Order / Purchase Order generation.
• Maintain records of:
• Quotations
• Proforma Invoices
• Work Orders
• Purchase Orders
• Invoices
• Agreements
• Payment receipts
• Track every customer/order through:

Quotation → PI → Work Order/PO → Invoice → Payment → Closure

• Coordinate with customers for required commercial documents and approvals.
• Ensure timely submission of PIs, Work Orders, invoices, and related documents.

4. GST, TDS & Compliance SupportMaintain GST and TDS-related records and supporting documents.

• Assist in GST/TDS reconciliation and preparation of data.
• Coordinate with the CA/tax consultant for statutory compliance.
• Assist during audits and provide required financial documents.
• Maintain proper records for statutory and financial requirements.

5. Office AdministrationHandle day-to-day office administrative activities.

• Maintain physical and digital files and records
• Prepare, scan, print, photocopy, and organize documents.
• Maintain office stationery and basic inventory records.
• Handle incoming and outgoing correspondence.
• Manage courier, dispatch, and document delivery.
• Maintain office registers and administrative records.
• Assist in scheduling meetings and coordinating with employees, customers, and vendors.
• HR related task, Accounts, and Management in routine administrative activities.

6. MIS & ReportingPrepare daily/weekly/monthly reports as required by Management.

• Maintain Sales Billing, Outstanding, Payment Follow-up, PI, Work Order, and Invoice trackers.
• Provide regular updates on:
• 
  
• Total outstanding
• Payments received
• Overdue payments
• Pending PIs
• Pending Work Orders/POs
• Pending invoices
• Maintain accurate customer and commercial databases.
• Required SkillsGood knowledge of Accounting and Bookkeeping.
• Working knowledge of Tally / ERP / Accounting Software.
• Good knowledge of MS Excel, including basic formulas, filters, sorting, and reports.
• Basic knowledge of GST and TDS.
• Good understanding of PI, Work Order, PO, invoicing, and payment processes.
• Excellent follow-up and coordination skills.
• Good written and verbal communication.
• Strong documentation and record-keeping skills.
• Ability to coordinate with customers, Sales, Accounts, vendors, and Management.
• Responsible, punctual, detail-oriented, and proactive.

QualificationB.Com / M.Com / Graduate from a recognized institution.

Experience2–5 years of relevant experience in:

• Accounts
• Billing
• Receivables
• Office Administration
• Sales/Commercial Coordination

Experience in an IT/SaaS company will be an added advantage.

• Key Performance Areas (KPIs)Timely and accurate accounting entries.
• Timely PI and invoice generation.
• Timely Work Order/PO documentation.
• Accurate maintenance of customer accounts.
• Regular payment follow-up.
• Reduction in overdue/outstanding payments.
• Timely collection and updating of payment information.
• Accurate MIS and commercial documentation.
• Proper maintenance of office and financial records.

Salary₹25,000–₹40,000 per month, depending on experience, skills, and suitability for the role.

Immediate joiners may be preferred.