Key Responsibilities
1. Bookkeeping & Month-End Close
- Maintain accurate, up-to-date books for the Indian entity in Zoho Books and the US entity in QuickBooks.
- Own the month-end close calendar for both entities — journal entries, accruals, prepaid amortisation, depreciation, provisions, and cut-off accuracy.
- Perform bank, credit card, vendor, customer, and inter-company reconciliations every month with zero unexplained differences.
- Handle multi-currency accounting (INR/USD), FX revaluation, and inter-company transactions between the two entities.
- Maintain a clean, well-documented chart of accounts and consistent expense classification across both books.
- Prepare monthly MIS: P&L, balance sheet, cash flow, budget vs. actuals, and departmental cost reporting.
2. Payroll
- Run end-to-end monthly payroll for India through Keka — inputs, attendance and leave data, new joiners, exits, full & final settlements, reimbursements, and variable pay.
- Manage the investment declaration and proof verification cycle, tax computation for employees, and Form 16 issuance.
- Coordinate US payroll processing using Gusto including federal and state withholding, quarterly filings, and year-end W-2s.
- Ensure payroll accounting entries flow correctly into Zoho Books and QuickBooks, and reconcile payroll registers to the GL every month.
- Maintain confidentiality of all compensation data without exception.
3. India Statutory Compliance
- GST: GSTR-1, GSTR-3B, GSTR-9/9C, ITC reconciliation against GSTR-2B, reverse charge, e-invoicing and e-way bills where applicable.
- TDS/TCS: Monthly deposits, quarterly returns (24Q, 26Q, 27Q), Form 16/16A issuance, lower deduction certificates, and TRACES defaults resolution.
- Payroll statutory: PF (EPFO ECR), ESIC, Professional Tax, Labour Welfare Fund, gratuity, and bonus.
- Income tax: Advance tax computation, ITR filing support, tax audit and Form 3CD schedules.
- Cross-border: Form 15CA/15CB for foreign remittances, FEMA/RBI reporting, FIRC/BRC tracking, and transfer pricing documentation (Form 3CEB) for inter-company transactions.
- Corporate: ROC filings (AOC-4, MGT-7, DIR-3 KYC), statutory registers, MSME-1, and Section 43B(h) MSME payment tracking.
4. US Compliance
- Federal and state payroll tax filings — Forms 941, 940, W-2, W-4, and state equivalents.
- 1099-NEC/1099-MISC preparation and filing for contractors.
- State registrations, annual reports, and franchise tax (including Delaware, if applicable).
- Sales tax nexus monitoring, registration, and filings in applicable states.
- Support corporate tax filings (Form 1120, Form 5472 for foreign-owned entities) in coordination with our US-accounting advisory firm.
- Maintain W-9/W-8BEN documentation for all vendors and contractors.
5. Team & Process Ownership
- Supervise and review the work of team members.
- Own the AP cycle end-to-end: vendor onboarding and verification, PO/invoice matching, approval workflow, payment runs, and vendor ageing.
- Own the AR cycle: invoicing accuracy, collections follow-up, receivables ageing, and revenue recognition.
- Build and document repeatable checklists and SOPs for close, payroll, and compliance so nothing depends on memory.
- Strengthen internal controls — maker-checker on payments, approval limits, and audit trails.
6. Audit & Advisor Coordination
- Serve as the primary point of contact for both external CA firms.
- Prepare and deliver audit schedules, reconciliations, and supporting documentation on time.
- Close out audit observations and implement recommended process improvements.
- Escalate judgment calls and treatment questions to the right advisor rather than deciding in isolation.
7. Cash & Controls
- Manage daily cash position, bank balances, and short-term cash flow forecasting across both entities.
- Track burn, runway, and working capital; flag variances and risks early.
- Maintain a compliance calendar covering every India and US due date, with reminders set well ahead of deadlines.
Required Qualifications
- CA Inter (Intermediate) cleared — mandatory.
- Minimum 8 years of hands-on accounting and finance experience, including at least 2 years at a manager or team-lead level.
- Demonstrated experience managing books for both an Indian and a US entity (or comparable exposure to US GAAP and US compliance).
- Strong working knowledge of Zoho Books and QuickBooks Online; comfort with Keka or a similar HRMS/payroll platform.
- Independent, end-to-end ownership of Indian payroll and payroll statutory compliance.
- Deep, current knowledge of GST, TDS, PF, ESIC, PT, Companies Act filings, and income tax compliance.
- Working knowledge of US payroll taxes, 1099 filings, state registrations, and sales tax.
- Advanced Excel/Google Sheets — pivot tables, lookups, and building clean reconciliation workbooks.
- Excellent written and verbal English, sufficient to correspond directly with US-based stakeholders and auditors.
What We're Looking For in the Person
- Detail-oriented to a fault. You reconcile before you report. A ₹500 difference bothers you until you find it.
- Deadline-driven. Statutory dates are non-negotiable in your world, and you plan backwards from them.
- Self-directed. You do not need to be reminded to file, close, or follow up.
- Clear communicator. You explain numbers to non-finance people without jargon and ask advisors precise questions.
- Discreet. You handle payroll and financial data with complete confidentiality.
- Process-minded. You would rather fix the workflow than repeat the same manual fix every month.
