Accountant Cum Office Assistant

To manage the cafe’s day-to-day accounting, cash handling, vendor documentation, inventory records, stock movement, and cost control while ensuring accurate financial records and timely reporting to management.

Key Responsibilities

1. Bookkeeping & Accounting

• Maintain daily books of accounts and accounting records.
• Record sales, purchases, expenses, payments, and receipts accurately.
• Maintain proper documentation for all financial transactions.
• Ensure timely reconciliation of accounts and outstanding balances.
• Prepare daily, weekly, and monthly financial reports as required.

2. Daily Cash & Cash Control

• Maintain and verify daily cash collections.
• Reconcile cash with POS/sales reports and deposit records.
• Maintain proper cash handover and cash closing procedures.
• Identify and report any cash shortages or discrepancies immediately.

3. Petty Cash Management

• Maintain petty cash with proper authorization and supporting bills.
• Record all petty cash expenses on a daily basis.
• Conduct regular petty cash verification and reconciliation.
• Ensure expenses remain within approved limits.

4. Vendor Bills & Payments

• Collect, verify, and maintain all vendor invoices and bills.
• Match vendor bills with purchase orders, GRNs, and received quantities where applicable.
• Maintain vendor ledgers and outstanding payment records.
• Coordinate with management for payment approvals and schedules.
• Ensure no duplicate or unauthorized bills are processed.

5. Store & Inventory Management

• Maintain proper records of food, beverage, packaging, housekeeping, and other store items.
• Monitor stock receipts, issues, consumption, and closing stock.
• Conduct regular physical stock verification.
• Identify stock variances, shortages, excesses, and slow-moving items.
• Coordinate with the Store/Purchase team for accurate inventory records.

6. Stock Transfers

• Maintain proper documentation for stock transfers between kitchen, bar, store, and other departments.
• Record all inter-department stock movements accurately.
• Verify transfer quantities and investigate discrepancies.

7. Cost Control

• Monitor food, beverage, packaging, and operational costs.
• Track actual consumption against purchases and sales.
• Monitor food cost and beverage cost regularly.
• Identify wastage, breakage, pilferage, and unusual variances.
• Support management in maintaining target gross margins.
• Assist in menu/item costing and profitability analysis.

8. Reconciliation & Reporting

• Reconcile POS sales with cash, card, and UPI collections.
• Reconcile bank and payment gateway transactions.
• Maintain vendor and expense reconciliations.
• Prepare monthly expense, purchase, stock, and cost-control reports.
• Highlight financial irregularities and cost concerns to management.
• Core Expectations 100% accuracy in accounting and financial records.
• Strong control over cash, petty cash, vendor bills, and inventory.
• Strict adherence to approval and documentation procedures.
• Maintain confidentiality of all financial information.
• Ensure timely reporting and reconciliation.
• Proactively identify and control unnecessary expenses.
• Coordinate effectively with Store, Purchase, Kitchen, Bar, and Operations teams.
• Maintain organized and audit-ready records at all times.
• Key Performance Areas (KPIs)Accuracy of daily bookkeeping and cash reconciliation.
• Timely submission of financial reports.
• Vendor bill accuracy and payment control.
• Inventory and stock variance control.
• Food & beverage cost percentage.
• Reduction of wastage and unexplained losses.
• Petty cash accuracy and compliance.
• Timely reconciliation of POS, cash, card, UPI, and bank transactions.

9. Tally & Accounting RecordsEnsure timely and accurate updating of all accounting transactions in Tally.

• Maintain complete and up-to-date Tally records for sales, purchases, expenses, payments, receipts, vendors, and other financial transactions.
• Ensure Tally records are properly reconciled with physical documents, POS reports, bank statements, and stock records.
• Coordinate regularly with the Company CA for accounting, reconciliation, statutory compliance, and financial reporting.
• Provide the CA with required bills, vouchers, ledgers, statements, and supporting documents on time.
• Resolve accounting discrepancies and queries raised by the CA or management.

10. MIS & Management Reporting

• Prepare and submit daily, weekly, and monthly MIS reports as required by management.
• Provide any other financial, operational, sales, purchase, inventory, or cost-related data deemed necessary by management.
• Maintain accurate records and reports to support management decision-making.
• Highlight significant variances, unusual expenses, stock discrepancies, cost increases, or financial irregularities to management promptly.

The Accounts Manager is responsible for maintaining accurate, updated, and properly documented financial records in Tally and ensuring smooth coordination between the company, management, Store/Purchase team, and Company CA.