Accounts & Operations Assistant

Job Summary

Job Summary

We are seeking a detail-oriented and organized Accounts & Operations Assistant to support the day-to-day financial and operational activities of the company. The successful candidate will be responsible for maintaining accurate records in the accounting system, processing sales and purchase transactions, managing customer and vendor information, and ensuring timely reporting of discrepancies. Strong proficiency in QuickBooks and Microsoft Excel is essential for this role.

Key Responsibilities

Customer & Sales Administration

• Receive customer orders and accurately record them in the system.
• Create and maintain customer master records.
• Register new inventory items/products in the system.
• Record and maintain customer quotations.
• Prepare and issue customer invoices in a timely and accurate manner.
• Record customer payments and ensure proper allocation against invoices.
• Follow up on any discrepancies related to customer transactions and report them to management.

Purchasing & Vendor Management

• Record purchases against approved Purchase Orders (POs).
• Create and maintain vendor records in the system.
• Record vendor bills accurately and ensure supporting documents are properly filed.
• Process and record vendor payments according to company procedures.
• Reconcile purchase transactions and report any discrepancies.

Expense Management

• Record project-related and other operational expenses in the accounting system.
• Ensure expenses are supported by proper documentation and approvals.
• Assist in maintaining accurate expense records for reporting purposes.

Reporting & Compliance

• Identify and report discrepancies in sales, purchases, payments, inventory, or accounting records.
• Maintain organized electronic and physical records of transactions.
• Assist in preparing periodic reports as required by management.
• Ensure compliance with company policies and accounting procedures.

Job Requirements

• Bachelor's degree in Accounting, Finance, Business Administration, or a related field. CA, ACCA and MBA will be highly preferred.
• Minimum of 1–3 years of relevant experience in accounting, bookkeeping, or operations support.
• Proven hands-on experience with QuickBooks is mandatory.
• Strong proficiency in Microsoft Excel, including formulas, filters, lookups, and data management.
• Experience with invoicing, accounts receivable, accounts payable, and purchase order processing is preferred.
• Fluency in English Language.