Assistant Manager – Accounts & Commercial

Assistant Manager – Accounts & Commercial

Company: Prewal Studio Private Limited

Location: Gurugram, Haryana

Industry: High-Fashion Garment Manufacturing & Export

Experience: 4–7 Years

About the Role

Prewal Studio Private Limited is looking for a highly responsible and detail-oriented Assistant Manager – Accounts & Commercial to independently manage the company's accounting, buyer commercial coordination, receivables, costing, MIS, and financial controls.

This is not a routine accounting or data-entry position.

The person will be responsible for maintaining the overall financial picture of the business, managing international buyer accounts, ensuring accurate accounting in Zoho Books, monitoring outstanding payments, controlling costs, reviewing profitability, and supervising the Assistant Accountant.

The role will work closely with Management, Merchandising, Production, Sourcing, EXIM/Shipping Documentation, and international buyers.

Key Responsibilities1. International Buyer Accounting & Commercial Coordination

• Independently manage commercial accounting for international buyers.
• Understand buyer-specific payment terms, commercial conditions, advances, deductions, and invoicing requirements.
• Prepare and raise Proforma Invoices and commercial/sales invoices.
• Maintain separate buyer-wise records for sampling and production business.
• Maintain complete buyer-wise invoice and payment reconciliation.
• Track:
• Invoice value
• Payment received
• Outstanding amount
• Due dates
• Advances
• Sampling invoices
• Production invoices
• Debit notes
• Credit notes
• Deductions and adjustments
• Communicate directly with buyers' Finance / Accounts departments.
• Share statements of account, invoice details, reconciliation statements, and payment information.
• Regularly follow up with buyers for pending and overdue payments.
• Ensure all receipts are correctly allocated against the relevant invoice / PO / buyer.

2. Zoho Books Ownership

• Maintain complete and accurate accounting records in Zoho Books.
• Ensure Zoho Books remains the primary financial source of truth for the business.
• Manage:
• Customer ledgers
• Vendor ledgers
• Sales invoices
• Purchase bills
• Payments received
• Vendor payments
• Credit notes
• Debit notes
• Advances
• Expenses
• Bank entries
• Accounts Receivable
• Accounts Payable
• Perform and review bank reconciliations.
• Ensure proper classification of expenses and transactions.
• Maintain clean and accurate books with proper supporting documentation.
• Generate management reports directly from Zoho Books wherever possible.
• Ensure timely month-end accounting closure.

3. Accounts Receivable & Payment Follow-Up

• Maintain a real-time Accounts Receivable ageing report.
• Categorize outstanding amounts into:
• Current
• 0–30 Days
• 31–60 Days
• 61–90 Days
• 90+ Days
• Proactively follow up for overdue payments.
• Highlight delayed or high-risk receivables to management.
• Reconcile buyer balances periodically.
• Ensure there are no unresolved differences between company records and buyer accounts.

4. Order / PO / Style-Wise Costing

• Prepare detailed costing and profitability reports for each PO and style.
• Track actual costs incurred for:
• Fabric
• Trims
• Embroidery
• Stitching
• Washing / Processing
• Finishing
• Packing
• Outsourcing
• Other production-related expenses
• Compare actual costs against the planned budget and selling price.
• Maintain:

Estimated Cost → Running Cost → Final Actual Cost

• Monitor cost variations during production.
• Immediately highlight cost overruns or margin erosion.
• Provide management with financial visibility before and during production.
• Prepare final profitability reports after completion of each PO/order.
• Calculate style-wise and PO-wise gross margins.

5. Management MIS & Reporting

Prepare regular reports covering:

• Buyer-wise receivables
• Outstanding payments
• Payment ageing
• Buyer-wise sales
• Sampling receivables
• Production receivables
• Vendor outstanding
• Accounts Payable
• Cash-flow position
• Upcoming payment requirements
• PO-wise costing
• Style-wise costing
• Estimated vs actual cost
• Gross margin / profitability
• Expense analysis
• Monthly financial summary
• Buyer reconciliation status

Reports should primarily be generated through Zoho Books, supported by Excel wherever detailed commercial or costing analysis is required.

6. Payment & Expense Control

• Review vendor bills before payment.
• Verify payment amounts and supporting documentation.
• Ensure there are no:
• Duplicate payments
• Excess payments
• Incorrect payments
• Unapproved expenses
• Maintain proper vendor reconciliations.
• Track advances paid to vendors.
• Ensure advances are correctly adjusted against bills.
• Maintain proper control over company expenditure and cash flow.

7. Assistant Accountant Supervision

The company has an Assistant Accountant responsible for routine accounting activities.

The Assistant Manager – Accounts & Commercial will supervise and review their work, including:

• UPI transaction entries
• Petty cash
• Routine vouchers
• Day-to-day Zoho entries
• Vendor bill entries
• Expense booking
• Supporting reconciliations
• Filing of accounting documents

The Assistant Manager will be responsible for ensuring that the accounting work completed by the Assistant Accountant is accurate and complete.

8. Salary & Payroll Coordination

• Coordinate payroll and salary calculations with HR.
• Verify salary payable amounts before release.
• Ensure payroll-related accounting entries are accurately recorded.
• Monitor employee advances, deductions, reimbursements, and other adjustments where applicable.

9. Coordination with EXIM / Shipping Documentation

The company has a separate EXIM / Shipping Documentation function responsible for export/import documentation and shipment execution.

The Accounts & Commercial role will work closely with EXIM but will primarily own the financial and commercial side of shipments.

Responsibilities include:

• Verify buyer invoice value and commercial terms before shipment.
• Ensure invoice values match PO and approved commercial terms.
• Ensure relevant invoices are properly recorded in Zoho Books.
• Verify advances and outstanding balances.
• Reconcile shipment value with buyer accounts.
• Coordinate with EXIM regarding financial information required for shipment.

The EXIM / Shipping Documentation team will independently remain responsible for:

• Shipping Bills
• AWB / Bill of Lading
• Packing Lists
• Customs documentation
• Certificate of Origin
• Freight forwarder coordination
• DGFT documentation
• Advance Authorisation-related documentation
• Export/import compliance
• Shipment documentation and execution

10. Internal Coordination

Work closely with:

• Management / Founders
• Merchandising Team
• Production Team
• Sourcing / Procurement
• EXIM / Shipping Documentation
• HR
• Assistant Accountant
• CA / Auditors
• International buyers' Finance and Accounts teams

Candidate Requirements

The ideal candidate should have:

• 4–7 years of experience in Accounts / Commercial / Finance.
• Strong preference for candidates from:
• Garment Export Houses
• Apparel Manufacturing
• Textile Export
• Fashion Manufacturing
• Export-oriented manufacturing businesses
• Strong practical experience with Zoho Books.
• Strong knowledge of Accounts Receivable and Accounts Payable.
• Experience handling international buyer accounts.
• Experience with invoicing and buyer payment reconciliation.
• Good knowledge of order-wise and product-wise costing.
• Strong Excel skills.
• Understanding of GST, TDS, accounting principles, and basic statutory compliance.
• Good knowledge of bank reconciliation and vendor reconciliation.
• Strong written English communication.
• Ability to independently communicate with international buyers.
• Strong numerical and analytical ability.
• Excellent attention to detail.
• Ability to identify discrepancies before they become financial losses.

Preferred Candidate Profile

We are looking for someone who:

• Takes complete ownership of their function.
• Does not require repeated follow-ups.
• Can see the bigger financial picture rather than only doing accounting entries.
• Is comfortable working directly with management.
• Can supervise junior accounting staff.
• Can coordinate across departments.
• Understands the commercial side of an export business.
• Can identify risks, delays, cost overruns, and payment issues proactively.
• Maintains strong financial discipline and documentation.

Key Performance Indicators

Performance will be measured on:

• Accuracy of Zoho Books
• Timely accounting closure
• Accuracy of buyer ledgers
• Accuracy of invoices
• Timely raising of invoices
• Reduction in overdue receivables
• Buyer payment follow-up
• Accuracy of buyer reconciliations
• Accuracy of vendor reconciliations
• Zero duplicate / incorrect payments
• Accuracy of PO and style-wise costing
• Timely identification of cost overruns
• Accuracy of profitability reporting
• Quality and timeliness of MIS
• Quality of supervision of the Assistant Accountant
• Overall financial control and discipline