Back Office Executive

Key Responsibilities:

• Payment Data Management
• Download/export payment and commission data from the company software.
• Maintain party-wise payment records accurately.
• Check payment amount, payment date, party name, city, cheque/NEFT/RTGS details, taxable amount, GST and commission/brokerage amount.
• Ensure data is entered/imported in the prescribed format without duplication.
• Supplier Ledger Reconciliation
• Collect supplier ledger statements periodically.
• Import/extract supplier payment entries into the Commission Tally system.
• Reconcile supplier ledger receipts against the company's software payment records.
• Verify primarily party name and exact payment amount, while considering reasonable differences in receipt dates, particularly for cheque payments.
• Mismatch & Exception Handling
• Identify payments appearing in company records but missing from supplier ledgers.
• Identify payments appearing in supplier ledgers but missing from company records.
• Review unmatched payments caused by differences in party names, city names, dates or other descriptions.
• Verify suggested party-name aliases before approving them.
• Never force-match doubtful transactions merely to complete reconciliation.
• Commission Verification
• Verify taxable amount and applicable GST rate.
• Check commission/brokerage calculations against the applicable commission percentage.
• Distinguish between confirmed commission and pending commission.
• Ensure commission is treated as confirmed only after the underlying payment has been satisfactorily reconciled.
• Follow-up
• Prepare lists of pending/unmatched payments supplier-wise.
• Follow up internally or with suppliers for missing payment confirmations and ledger discrepancies.
• Maintain remarks explaining why transactions remain pending.
• Recheck pending transactions after receiving clarification or updated ledgers.
• Reporting & Billing Support
• Prepare supplier-wise reconciliation summaries.
• Report confirmed payment value, pending payment value, confirmed commission and pending commission.
• Provide reconciled commission figures for preparation of commission bills/invoices.
• Maintain an audit trail so that every matched payment can be traced back to both the software record and supplier ledger.
• Document Management
• Maintain supplier ledger PDFs, commission statements, payment reports and supporting documents in the designated Google Drive folders.
• Follow consistent file-naming and period-wise filing procedures.
• Ensure previous records are preserved and not accidentally overwritten or deleted.