Account Payable Associate

Looking for Accounts Payable & Reconciliation Associate

Experience : 1.5 - 3 Years

Department : Finance & Accounts

Industry : E-Commerce – Mandatory

Location : Gurugram, Sector 50

Reporting To : Finance Manager / Accounts Manager

Primary Focus : Account Payable, Vendor Payments, Good at Tally

Work Mode : 6 Days Working

Notice Period : Immediate

The ideal candidate is an e-commerce finance professional who has independently handled stock and vendor reconciliation and can connect inventory movement with purchases, invoices, payments and accounting records. Strong experience in inventory-heavy e-commerce operations and the ability to identify and close reconciliation gaps are essential.

Key Responsibilities – Stock Reconciliation

• Perform regular reconciliation between physical stock, WMS/ERP stock, purchase records, sales records and accounting records.
• Reconcile opening stock, purchases, sales, returns, transfers, adjustments, damages and closing stock.
• Identify SKU-wise, warehouse-wise and transaction-level stock discrepancies.
• Investigate inventory variances and identify root causes.
• Coordinate with Warehouse, Operations, Procurement and Finance teams to resolve stock gaps.
• Prepare stock reconciliation and variance reports and track open discrepancies until closure.
• Review inventory adjustments and ensure proper approval and supporting documentation.
• Support periodic physical stock verification and audit requirements.

Key Responsibilities – Vendor Reconciliation

• Perform regular vendor ledger and vendor statement reconciliation.
• Reconcile purchase invoices, credit notes, debit notes, payments, advances, TDS deductions and purchase returns.
• Identify duplicate invoices, missing invoices, incorrect postings and unmatched transactions.
• Follow up with vendors for statements, missing documents and reconciliation differences.
• Maintain vendor reconciliation trackers and ensure accurate outstanding balances before payment processing.

Accounts Payable & Purchase Reconciliation

• Verify vendor invoices against PO, GRN and supporting documents.
• Perform 3-way matching – PO vs GRN vs Invoice.• Track invoices pending against GRNs and GRNs pending against POs.
• Identify unbilled purchases, invoice mismatches and quantity/value differences.
• Prepare vendor payment schedules based on approved and reconciled outstanding balances.
• Track vendor advances, adjustments and ageing of outstanding liabilities.
• Assist with month-end AP closing and reconciliation activities.

E-Commerce Reconciliation & MIS

• Prepare daily/weekly/monthly stock reconciliation reports.
• Prepare vendor reconciliation, purchase reconciliation and vendor ageing reports.
• Track PO vs GRN vs Invoice mismatches and unbilled purchases.
• Prepare stock variance, vendor advance, debit/credit note and payment reconciliation trackers.
• Analyze recurring reconciliation gaps and recommend process/control improvements.

Systems & Technical Skills

• Strong MS Excel skills: VLOOKUP/XLOOKUP, Pivot Tables, SUMIF/SUMIFS, IF formulas, filtering and data reconciliation.
• Experience working with ERP, accounting software and/or WMS/inventory management systems.
• Ability to handle large transaction datasets and identify transaction-level discrepancies.
• Working knowledge of e-commerce order, inventory, returns and warehouse processes.