Job Description
We are looking for a detail-oriented and responsible Accounts Executive (Expense & Reimbursement Management) to oversee employee expense claims, reimbursement processing, and expense control initiatives. The ideal candidate will ensure timely and accurate processing of reimbursements, uphold financial compliance, and support audit and documentation processes while promoting cost efficiency and ethical financial practices across the organization.
Key Responsibilities:
1. Monitor Expense Trends
- Analyze and monitor expense patterns to identify cost-saving opportunities.
- Detect and report fake or duplicate bills and invalid supporting documents.
- Validate employee expenses to ensure spending remains within approved limits.
2. Expense Reimbursement Processing
- Process all employee reimbursements accurately and on time.
- Record and reconcile all monthly expenses in SAP and Tally for transparent reporting.
3. Paper Usage Control
- Encourage sustainable practices by printing assessment copies on rough pages to minimize paper wastage.
4. Business Promotion (Renewable Energy Solutions)
- Actively promote the company’s renewable energy and power solutions through professional and personal networks to generate project inquiries.
5. Expense Management System Implementation
- Assist in implementing a third-party expense management tool for automation and efficiency.
- Set up category-wise spending limits and automate the approval workflow.
6. File Management
- Maintain employee-wise expense and reimbursement records systematically for easy reference.
- Support the finance team in recording, tracking, and verifying all claims.
7. Claim Verification
- Review all employee claims thoroughly in line with company policy and approval hierarchies.
- Ensure 100% claim verification and closure within three working weeks of submission.
8. Documentation & Audit Readiness
- Maintain a complete audit trail for all reimbursements and expense-related documents.
- Archive verified claims for future audits and reference, ensuring traceability.
9. Employee Coordination
- Coordinate with employees for clarifications, corrections, or missing documents related to claims.
- Respond promptly to reimbursement-related emails and queries.
10. Compliance & Professional Integrity
- Ensure total compliance with company financial policies and regulatory standards.
- Uphold the highest standards of confidentiality, integrity, and professionalism in all financial dealings.
11. Policy Awareness & Reinforcement
- Communicate and reinforce company expense policies during claim discussions.
- Promote awareness of organizational culture, ethics, and values across all levels, including project sites.
12. Professional Conduct
- Maintain formal attire, punctuality, and adherence to office discipline.
- Contribute to a positive and professional work environment through ethical behavior and respect for company policies.
Qualifications & Skills
- Bachelor’s or Master’s degree in Commerce, Accounting, or Finance.
- 2–4 years of experience in Accounts, Expense Management, or Reimbursement Processing.
- Proficiency in SAP, Tally, and MS Excel.
- Strong attention to detail and accuracy in documentation.
- Knowledge of GST, audit processes, and corporate expense policies.
- Excellent communication and coordination skills for employee interaction.
- Ability to manage multiple tasks and meet deadlines.