About Allium IP:
Allium IP is a global Intellectual Property services firm supporting Fortune 500 companies, SMEs, and high-growth startups across jurisdictions. The firm delivers high-quality patent drafting, prosecution, and portfolio management services with a strong focus on technical depth, quality, and client satisfaction.
Role Overview:
The Admin cum Accounts Manager will act as the central coordination point between the Director, outsourced accounting firm, clients, vendors, and internal stakeholders. While statutory accounting and compliances are handled by an external accounting firm, this role ensures smooth daily operations, timely coordination, financial tracking, and administrative control, thereby freeing the Director from routine follow-ups and execution matters.
Key Responsibilities:
A. Accounts & Finance Coordination (Non-bookkeeping Role)
- Act as the primary liaison with the outsourced accounting firm for:
- Timely sharing of data, invoices, expenses, and documents
- Follow-ups on monthly accounts, MIS, reconciliations, and reports
- Tracking statutory compliance timelines (GST, TDS, PF, ESI, etc.)
- Review and verify:
- Vendor invoices, expense claims, and supporting documents before submission
- MIS reports, ageing reports, and basic financial summaries
- Maintain internal trackers for:
- Receivables, payables, cash flow, and outstanding balances
- Coordinate with banks for:
- Statements, documentation, routine queries, and follow-ups
Note: This role does not involve passing accounting entries or finalization of books.
B. Client & Vendor Coordination
- Serve as the single point of contact for:
- Clients for billing, payment follow-ups, and documentation
- Vendors for purchase orders, invoices, payment status, and service coordination
- Ensure:
- Timely issuance of invoices
- Regular follow-up on outstanding receivables
- Proper documentation for all client and vendor transactions
- Handle escalation and resolution of routine operational issues independently.
C. Administrative & Office Management
- Oversee day-to-day office administration including:
- Vendor management (office supplies, utilities, service providers)
- Contract documentation and record keeping
- Maintain proper filing (physical & digital) of:
- Agreements, invoices, approvals, correspondence, and statutory records
- Coordinate HR-related administrative tasks such as:
- Attendance data, payroll inputs, leave records (payroll processing outsourced, if applicable)
D. MIS, Reporting & Controls
- Prepare and present:
- Monthly MIS summaries for the Director
- Receivables/payables status reports
- Expense vs budget analysis
- Track deadlines and ensure zero slippage in operational and financial timelines.
- Highlight exceptions, risks, or delays proactively to management.
Key Skills & Competencies:
- Strong coordination and follow-up skills
- Good understanding of accounting concepts (non-technical)
- Ability to work independently with minimal supervision
- Strong communication skills (clients, vendors, professionals)
- Proficiency in MS Excel, Word, email communication
- Organized, detail-oriented, and process-driven mindset
Qualifications & Experience
- Bachelor's degree in Commerce / Business Administration / Finance
- 24 years of experience in:
- Admin & accounts coordination roles
- Working with outsourced accounting or professional firms (preferred)
What Success Looks Like in This Role:
- Director is not required to manage daily follow-ups or coordination
- Smooth interaction between accounting firm, clients, and vendors
- Timely MIS, clean documentation, and strong operational discipline
- Improved cash flow visibility and administrative efficiency
