Job Description

AP/AR & Accounts Executive

Payables  |  Receivables  |  Bookkeeping  |  Compliance

B.com/CA Inter / CMA Inter  |  5+ Years Experience

ABOUT THE ROLE

We are looking for a detail-oriented and process-driven AP/AR & Accounts Executive to own the day-to-day accounting operations of the organisation. This is a hands-on role covering the full payables and receivables cycle, general bookkeeping, vendor management, and routine compliance — with the expectation that the right candidate will bring structure, accuracy, and proactive follow-through to every aspect of the function.

A. ACCOUNTS PAYABLE — PRIMARY RESPONSIBILITIES

1. Vendor Invoice Processing & Payment Management

•      End-to-end processing of vendor invoices — receipt, verification, three-way matching (PO / GRN / Invoice), and approval routing

•      Ensure timely and accurate payment runs; maintain and adhere to payment terms and schedules

•      Manage vendor advances, debit notes, and credit adjustments with proper documentation

•      Resolve vendor disputes and discrepancies promptly; maintain clean ledger entries

•      Track pending invoices and flag aging payables to the Finance Manager proactively

2. Vendor Master & Relationship Management

•      Maintain accurate vendor master data — bank details, PAN/GSTIN, payment terms — with periodic reviews

•      Act as the primary point of contact for vendor payment queries and reconciliations

•      Conduct periodic vendor statement reconciliations and ensure ledger alignment

•      Coordinate with the procurement / operations teams for PO closure and GRN confirmation

3. AP Reporting & Aging

•      Prepare and circulate weekly/monthly AP aging reports and outstanding payment schedules

•      Maintain a payable tracker with due dates, amounts, and vendor priority flags

•      Assist in month-end AP close — accruals, provisions, and ledger sign-off

B. ACCOUNTS RECEIVABLE — PRIMARY RESPONSIBILITIES

4. Invoicing & Collections

•      Generate and dispatch sales invoices accurately and on time; ensure correct GST treatment (CGST/SGST/IGST)

•      Monitor customer accounts for due and overdue payments; initiate and follow up on collections proactively

•      Maintain a collections tracker with escalation flags for long-outstanding receivables

•      Coordinate with sales and operations teams for billing milestones and disputed invoices

5. AR Reconciliation & Customer Ledger Management

•      Perform periodic customer ledger reconciliations; identify and resolve short-payments, deductions, and unapplied credits

•      Manage credit notes, write-offs, and adjustments in line with approval policy

•      Prepare and share AR aging reports — 0–30 / 31–60 / 61–90 / 90+ days buckets — with commentary

•      Assist the team in customer onboarding documentation and credit limit reviews

C. GENERAL BOOKKEEPING & ACCOUNTING

6. Day-to-Day Accounting & Journal Entries

•      Maintain books of accounts in QuickBooks / Zoho Books with daily transaction recording

•      Post journal entries for accruals, prepayments, depreciation, intercompany, and correction entries

•      Reconcile bank statements — all accounts — on a daily/weekly basis; resolve open items promptly

•      Maintain petty cash records and imprest accounts with proper documentation

7. Schedules & Monthly Closings

•      Prepare standard account schedules — fixed assets, prepayments, accruals, loans & advances, security deposits

•      Assist in monthly and quarterly book close — TB review, ledger scrutiny, and reconciliation sign-off

•      Support the Finance Controller in preparing MIS packs, balance sheet notes, and financial summaries

•      Maintain audit-ready records at all times; ensure supporting documents are filed systematically

8. GST, TDS & Routine Compliance

•      Verify GST applicability on all transactions; reconcile GSTR-2B with purchase register monthly

•      Ensure accurate TDS deductions on vendor payments (194C, 194J, 194H, etc.); assist in quarterly TDS returns

•      Support in preparation of data for GST return filings (GSTR-1, GSTR-3B) with the tax team

•      Maintain compliance calendars for TDS/GST due dates and coordinate with external consultants as needed

QUALIFICATIONS & EXPERIENCE

KEY COMPETENCIES

PERFORMANCE INDICATORS

•      Invoice processing TAT: 100% of invoices processed within agreed SLA

•      Payment accuracy: Zero incorrect or duplicate payments

•      Bank reconciliation: Zero unresolved open items beyond 7 days

•      Month-end close: Books closed within agreed timelines with complete schedules

•      Compliance: Zero missed TDS/GST deadlines or data submission lapses

Ayr designs and manufactures critical power grid equipment including power transformers, distribution transformers, special-purpose transformers, high-voltage circuit breakers, and medium-voltage switchgear. They serve markets such as renewables, data centers, utilities, oil & gas, and industrial sectors. They position themselves as partners in power projects, offering lifecycle support and working to deliver faster than average industry timelines.  

Website: https://ayr.energy