accounts assistant

Accounts Assistant Job Description

Role Overview

• Support the finance and accounting department in day-to-day operations
• Ensure accuracy in financial documentation and transactions
• Assist in maintaining financial records and preparing reports
• Act as a liaison between internal departments and external stakeholders
  Uphold compliance with financial regulations and company policies

Core Responsibilities

Financial Documentation & Reporting

• Prepare monthly, quarterly, and annual financial reports
• Assist in drafting balance sheets, profit & loss statements, and cash flow reports
• Compile financial data for budgeting and forecasting purposes
• Support the preparation of tax returns and statutory filings
  Maintain documentation for audits and financial reviews

Invoice & Payment Processing

• Generate and issue invoices to clients and vendors
• Reconcile incoming payments with invoices
• Track outstanding receivables and follow up on overdue accounts
• Process vendor bills and ensure timely payments
  Verify and record expense claims and reimbursement forms

Data Entry & Record Maintenance

• Enter financial transactions into accounting software or ERP systems
• Maintain digital and physical records of financial documents
• Update ledgers, journals, and spreadsheets with accurate data
• Ensure proper classification and coding of transactions
  Archive financial documents in accordance with company policy

Audit & Compliance Support

• Assist auditors during internal and external audits
• Provide requested documentation and explanations
• Ensure adherence to accounting standards and regulatory requirements
  Help implement internal controls and risk mitigation strategies

Communication & Coordination

• Liaise with vendors, clients, and financial institutions
• Respond to inquiries related to invoices, payments, and account status
• Collaborate with procurement, HR, and operations teams for financial alignment
  Schedule meetings and prepare minutes for finance-related discussions

Job Requirements

Skills & Competencies

Technical Skills

• Proficiency in accounting software (e.g., Tally, QuickBooks, SAP, Zoho Books)
• Strong command of MS Excel (pivot tables, VLOOKUP, macros)
• Familiarity with ERP systems and financial databases
• Basic understanding of GST, TDS, and other tax regulations
  Knowledge of financial reporting standards (IFRS, GAAP)

Analytical & Organizational Skills

• High attention to detail and accuracy
• Ability to analyze financial data and identify discrepancies
• Strong organizational and time-management skills
• Problem-solving mindset with a proactive approach
  Ability to prioritize tasks and meet deadlines

Interpersonal & Communication Skills

• Clear and professional communication (written and verbal)
• Ability to work collaboratively in cross-functional teams
• Customer service orientation for handling vendor/client queries
• Discretion in handling confidential financial information
  Adaptability to changing financial regulations and company policies

Tools & Technologies

• Accounting Software: Tally ERP, QuickBooks, Zoho Books, SAP, Oracle
• Spreadsheet Tools: Microsoft Excel, Google Sheets
• Document Management: Microsoft Word, PDF tools, SharePoint
• Communication Tools: Outlook, Slack, Microsoft Teams
  Reporting Tools: Power BI, Tableau (optional but beneficial)

Work Environment

• Typically office-based; hybrid or remote options may be available
• Standard working hours with occasional overtime during audits or month-end
• Collaborative team setting with finance, HR, and operations departments
• May report to Senior Accountant, Finance Manager, or CFO
  Exposure to sensitive financial data requiring high confidentialit- Career Progression
• Entry-Level : Accounts Assistant
• Mid-Level : Junior Accountant Accountant Senior Accountant
• Senior-Level : Finance Analyst Finance Manager Financial Controller
• Executive-Level : CFO, Head of Finance

Key Performance Indicators (KPIs)

• Accuracy of financial entries and reports
• Timeliness of invoice processing and payments
• Compliance with internal controls and audit standards
• Responsiveness to internal and external queries
  Contribution to cost-saving initiatives and financial efficiency

Sample Tasks & Scenarios

• Reconciling a vendor invoice with purchase order and delivery note
• Preparing a monthly expense report for department heads
• Assisting in the setup of a new accounting software module
• Responding to a client query about payment status
  Supporting the finance team during quarterly audit preparations

Compliance & Ethics

• Adhere to company's code of conduct and financial ethics
• Ensure compliance with local and international financial laws
• Maintain transparency in financial dealings and reporting
  Report any suspicious or fraudulent activity to supervisors

Training & Development

• On-the-job training for accounting systems and company policies
• Workshops on tax updates, compliance, and financial reporting
• Opportunities to pursue professional certifications
• Access to online courses and finance webinars