Hiring Admin & Accounts Executive – Fashion Brand in Ahmedabad Location

Job Description:

Role overview
We are looking for a dependable, organised executive to manage everyday office administration and maintain accurate financial, project and employee records across our consulting and fashion businesses. The role combines hands-on coordination with computer-based record keeping, document preparation and timely follow-up. You should be comfortable working independently, handling confidential information and closing assigned tasks without repeated reminders. 

Responsibilities

The responsibilities below are not listed in order of priority. 

Experience - 2–4 years in office administration, accounts support or project coordination 

Location - Motera, Ahmedabad 

Skills and qualifications 

• Graduate; commerce, business administration or a related qualification preferred. Practical competence and reliability are essential. 

• Working knowledge of Excel / Google Sheets: data entry, sorting, filters, totals, basic formulas, lookups and simple summaries; ability to maintain accurate linked registers.

• Comfort with Word, email, shared folders, scanning, PDFs and online hotel / taxi booking.

• Basic understanding of invoices, vouchers, petty cash, receivables, expense allocation and payroll records. Tally or similar accounting software experience is an advantage.

• Clear written and verbal communication in English and Hindi; Gujarati is useful for local coordination.

• Strong attention to detail, confidentiality, responsible cash handling and consistent follow-up. Consulting or government-documentation experience is an advantage. 

Petty cash and expense records

• Maintain separate petty cash records for each business, record receipts and payments, collect bills and prepare vouchers for approval and signature.

• Check the recorded balance against cash on hand, track staff advances and reimbursement documents, and flag missing bills or differences promptly.

• Record approved expenses against the correct business, project and expense category; maintain supporting documents and request replenishment when needed. 

Consulting project records, invoicing and payment tracking 

• Create and maintain unique project codes and a master register containing client details, work orders, project status, billing milestones and related documents.

• Track project revenue, invoices raised, payments received, outstanding amounts and expenditure. Allocate receipts and expenses project-wise using approved allocation rules; flag items requiring clarification.

• Prepare project invoices from instructions and approved templates. Obtain confirmation from the consulting team and CA on bill of supply or tax invoice requirements before issue.

• Maintain invoice dispatch and acknowledgement records, follow up on outstanding payments as instructed, and compile a monthly project revenue and expenditure summary. 

Business development documentation and government mail 

• Support the consulting team with compiling, formatting and organising proposals, expressions of interest, tender submissions and supporting credentials, using approved content and templates. 

• Maintain a checklist of required documents, submission dates, acknowledgements and pending items; coordinate internally to obtain missing documents.

• Maintain inward and outward registers for physical mail and email correspondence with government offices, linked to the relevant project or reference number.

• Arrange approved dispatches by post, courier or email; retain tracking details and delivery acknowledgements, route incoming correspondence and track follow-up deadlines. 

Payroll, attendance and leave records 

• Maintain attendance, approved leave, leave balances and employee records for both businesses.

• Prepare the monthly salary roll using approved salary details, attendance, unpaid leave, advances and other authorised adjustments; submit it for management review before payment.

• Keep payroll documents confidential and maintain records of approved salary payments and pending queries. 

CA coordination and monthly reconciliation support 

• Compile and send GST invoices and supporting sales, purchase and expense documents to Udit at the CA office within agreed timelines, keeping records separate for each business.

• Track documents sent, missing invoices, CA queries and responses; obtain tax-related clarification from the CA rather than deciding tax treatment independently.

• Support the monthly profitability sheet update by collecting reports, matching receipts and payments to invoices or settlement records, and maintaining a list of unresolved differences.

• Prepare bank-related paperwork, deposit cheques and retain acknowledgements when assigned. Payment release and final accounting review remain with authorised management and the CA.

Office maintenance and vendor coordination 

• Coordinate office cleaning, repairs and maintenance with vendors such as the electrician and cleaning staff; arrange other temporary vendor support as required.

• Obtain quotations where requested, secure approval, coordinate visits and work completion, verify bills against agreed work and follow up on issues.

• Maintain stationery and office consumables, track routine bills and service renewals, and arrange approved purchases. 

Travel, documents and general administration 

• Arrange approved hotel, taxi and other travel bookings; compare options within the given budget and retain confirmations and bills.

• Prepare and format Word documents, Excel trackers, emails and PDF packs; scan, print, file and retrieve records efficiently.

• Maintain organised physical and digital files, use the agreed backup process and keep a tracker of pending tasks, owners and deadlines.

• Handle reasonable need-based administrative coordination and local liaison connected with office or project work.