Purchase & Accounts Executive
Location : Kochi
Function : Procurement & Finance (AP / AR)
Reports to : Procurement Lead & Finance Manager
Job Role
Source the right vendors at the right cost, raise clean POs, ensure 3-way match and compliant payouts—so projects run on time, margins hold, and books stay audit-ready.
Key Responsibilities
Procurement / Purchase
Convert approved estimates into PR → PO with correct SOW, quantities, rates, taxes, timelines, penalties .
Vendor management
Empanelment, KYC (PAN, GST, bank), NDAs, rate cards, SLAs; maintain vendor scorecards.
Obtain 3 competitive quotes
Build L1 / L2 / L3 comparisons beyond price (spec match, crew ratios, past SLA).
GRN / Service Completion
Collect delivery challans, work completion notes, client sign-offs & photographs.
Track OTB vs Actual per job code; raise Change Orders when scope varies.
Manage AMC / annual contracts (printing, fabrication partners, A / V, logistics).
Inventory & assets : tags, issues / returns (laptops, dongles, SIMs, event reusables).
Accounts (AP / AR) & Compliance
3-way match : PO + GRN / SCN + Vendor Invoice; post to Zoho Books with job codes.
Prepare payment runs by terms; apply TDS (194C / 194J) , verify GST HSN / SAC, place of supply.
Reconcile GSTR-2B with purchases; obtain missing GST-compliant invoices / credit notes.
Support client invoicing (milestones), share backup; track DSO & follow-ups with client finance.
Bank recos , petty cash audits, journal entries; assist in monthly close & audits.
Governance & Reporting
Maintain PO / CO register , vendor ledger, advance tracker, security deposits.
Weekly procurement dashboard : savings vs rate card, overdue POs, pending GRNs, ageing AP / AR.
Risk control : pre-event checklist (permits, insurances), incidentals guardrails with hotels.
KPIs (targets / examples)
PO TAT : ≤ 24–48 hrs from approved PR
Savings vs baseline : 3–7% avg on comparable buys
3-way match accuracy : 100% (zero short-close without CO)
AP on-time : ≥ 95% within terms; No. of holdbacks tracked
GST / TDS errors : 0; all returns on time
DSO : ≤ 45 days on owned accounts
Inventory variance : 0 at monthly audit
Tools
Zoho One : Books, Inventory, CRM / Deals (job codes), Projects, Expense, People
Excel / Sheets : XLOOKUP, SUMIFS, PIVOT , simple macros (optional)
Qualifications
B.Com / M.Com; 2–5 years in procurement + accounts (agency / SME / MICE preferred).
Solid tax hygiene (GST / TDS), vendor negotiation, documentation discipline.
Clear written communication with vendors, hotels, and client finance.
Purchase • Kochi, Kerala, India