Factories - FAA

Job Description

SECTION I: POSITION OVERVIEW

• Job Function: Finance, Accounts & Administration
• Role: Accounts, Admin & Stores Professional
• Job Family: Administration, IR, Stores, and Finance

SECTION II: ROLE SUMMARY

The Site Administration, Stores & Accounts is a multi-functional role responsible for the seamless execution of site-level support services. The position integrates administrative oversight, industrial relations (IR), inventory management, and financial accounting. The incumbent ensures operational continuity by managing facility services, securing material supply chains, maintaining statutory labor compliance, and ensuring the accuracy of financial records and vendor payments.

SECTION III: KEY RESPONSIBILITIES & ACCOUNTABILITIES

Administration & Industrial Relations (IR)

• Manage day-to-day site facilities, including housekeeping, canteen services, security, transportation, and staff/labor accommodation.
• Track contract labor deployment and attendance in coordination with vendors to ensure adequate manpower levels.
• Maintain all statutory registers (CLRA, Factories Act, ID Act) and ensure labor welfare amenities (PPE, medical, water, sanitation) meet compliance norms.
• Facilitate inspections by labor authorities and manage contractor compliance documentation (wage registers, ESI/PF challans).

Stores & Inventory Management

• Direct the receipt of materials, verifying quantity and quality against Purchase Orders (PO) and delivery challans.
• Oversee proper labeling, tagging, and preservation of stock in designated storage areas.
• Manage the issuance of materials to execution teams based on approved requisitions, ensuring real-time updates in stock registers or ERP systems.
• Conduct regular physical stock counts and lead reconciliation activities to minimize inventory variance.

Finance & Accounts Operations

• Record daily financial transactions, including invoices, payments, journal entries, and employee claims.
• Process vendor bills by validating invoices against site receipts and procurement approvals.
• Ensure timely statutory compliance regarding GST and TDS deductions for all site payments.
• Perform bank reconciliations and support monthly closing activities, including ledger scrutiny and schedule preparation.
• Coordinate with internal and statutory auditors to provide documentation and resolve queries.

SECTION IV: KEY INTERACTIONS

Internal Stakeholders

• Project & Execution Teams: For material issuance, manpower deployment, and expense approvals.
• QA/QC Department: For material inspection, quality clearance, and compliance tracking.
• HR & Finance Corporate: For salary entries, employee reimbursements, and disciplinary case support.

External Stakeholders

• Vendors & Suppliers: For delivery confirmations, payment queries, and reconciliations.
• Contractors: For workforce attendance, wage records, and statutory submissions.
• Government Authorities: Facilitating site inspections by labor and tax officials.
• Banks & Auditors: For transactional coordination and financial review support.

SECTION V: KNOWLEDGE & EXPERIENCE

Minimum Qualifications

• Primary: B.Com / M.Com / CA Inter / CMA Inter.
• Preferred Add-ons: Graduate with a Diploma/PGD in HR, Administration, Labor Laws, or Materials Management.

Experience Requirements

• Years of Experience: 5 to 15 years.
• Nature of Experience: Comprehensive experience in site-based accounting, storekeeping, and administration within construction, infrastructure, or industrial environments.

Language Skills

• English: Working knowledge for documentation and reporting.
• Local Language: High proficiency required for vendor coordination and labor relations.

SECTION VI: TECHNICAL & BEHAVIORAL SKILLS

Technical Skills

• Accounting & Finance: Proficiency in GST/TDS compliance, Accounts Payable/Receivable, and Bank Reconciliation.
• Compliance: Deep understanding of Labor Laws (CLRA, Factories Act, etc.) and Statutory Documentation.
• Systems: Digital software proficiency (SAP, Oracle, or Tally) and advanced MS Excel / MIS reporting.
• Logistics: Expertise in FIFO/LIFO, Material Handling Safety, and Store Management.

Behavioral Skills

• Integrity & Accountability: Maintaining ethical conduct in financial and labor dealings.
• Attention to Detail: Precision in record-keeping, inventory counting, and financial entries.
• Coordination: Ability to multitask across different functions and support diverse project teams.

Time Management: Meeting strict deadlines for monthly closings and statutory filings