Accounts and Finance Executive

Job Description

Designation: Accounts Executive – Accounts Receivable (Sales, Service, OEM & Financer)

Department

Accounts & Finance

Reporting To

Accounts Manager / Head Accounts

Job Purpose

To manage and monitor all receivables relating to vehicle sales, workshop/service operations, OEM claims, financer payments, insurance recoveries, and other business receivables. The role ensures timely collections, accurate accounting, regular reconciliations, and effective coordination with internal departments and OEM to maintain healthy cash flow and minimize outstanding balances.

Key Responsibilities

1. Vehicle Sales Receivables

Monitor customer outstanding balances on a daily basis.

Follow up with sales teams for pending customer collections.

Prepare ageing reports of outstanding debtors.

Resolve debit balance issues in customer ledgers.

2. Workshop & Service Receivables

Reconcile service billing with customer payments.

Monitor outstanding workshop invoices.

Follow up for overdue workshop collections.

Maintain service debtor ageing reports.

Ensure timely adjustment of advances and deposits.

Follow up with Insurance company for pending customer accident claim payment.

3. OEM ReceivablesMonitor all OEM receivables including:

Vehicle incentives

Retail support

Trade support

Warranty claims

Goodwill claims

Battery claims

Spare parts claims

Marketing reimbursements

Credit notes

Scheme settlements

Follow up for pending claims and credit notes.

Coordinate with OEM finance and regional teams.

Maintain claim-wise tracking reports.

Ensure timely accounting of OEM settlements.

4. Financer Receivables

Track finance disbursements from all finance companies.

Reconcile financier-wise payment reports.

Resolve short payment and deduction issues.

Maintain financer outstanding reports.

Coordinate with finance executives and branch teams.

5. Insurance Receivables

Reconcile insurance company settlements.

Track pending insurance commissions.

Follow up for cancelled policies and premium reversals.

Resolve insurer deduction and reconciliation issues.

6. Bank & Payment Reconciliation

Identify and resolve unmatched receipts.

7. Ledger Management

Maintain accurate customer ledgers.

Verify proper accounting entries.

Clear unidentified receipts.

Process debit/credit note adjustments.

Review ageing reports regularly.

Ensure no long-pending unreconciled balances.

8. Collection Follow-up

Daily follow-up with:

Sales Team

Service Team

OEM

Finance Companies

Insurance Companies

Corporate Customers

Escalate overdue receivables.

9. Reconciliation

Customer ledger reconciliation.

OEM ledger reconciliation.

Financer reconciliation.

Insurance reconciliation.

Bank related to receipts.

Credit note reconciliation.

Scheme reconciliation.

Warranty claim reconciliation.

10. MIS & Reporting

Prepare and circulate:

Daily Outstanding Report

Customer Ageing Report

OEM Outstanding Report

Financer Outstanding Report

Insurance Outstanding Report

Branch-wise Receivable Report

11. Internal Controls

Ensure compliance with company accounting policies.

Verify supporting documents before accounting.

Prevent duplicate accounting.

12. Coordination

Coordinate regularly with:

Sales Department

Service Department

Parts Department

Branch Accounts

OEM Finance Team

Finance Companies

Insurance Companies

Key Performance Indicators (KPIs)

Debtor ageing within approved limits.

Collection efficiency percentage.

Reduction in overdue receivables.

Timely OEM claim recovery.

Timely financer payment realization.

Timely insurance recovery.

Accuracy of reconciliations.

Required Skills

Accounts Receivable management.

Ledger reconciliation.

Excellent MS Excel skills (VLOOKUP, Pivot Tables, XLOOKUP).

ERP/DMS/Tally proficiency.

Analytical and problem-solving skills.

Strong communication and follow-up abilities.

Attention to detail and accuracy.

Ability to work under deadlines.

Preferred Qualification

B.Com / M.Com / MBA (Finance).

1–6 years of experience in Accounts Receivable, preferably in an automobile dealership.

Experience with dealership ERP/DMS, Tally, GST, and banking reconciliation processes.