Finance & Office Operations Coordinator

Finance & Office Operations Coordinator (Part-Time, Hybrid)

Location: IGNOU Road, Saket Office-Based + Remote

Compensation: 15,00020,000 per month (non-negotiable range)

Start Date: Immediate

ABOUT THE ROLE

GLAD Foundation is seeking a disciplined, detail-focused Finance & Office Operations Coordinator to manage our daily financial workflows, expense documentation, payment processes, and basic office operations. The role ensures that our books, receipts, and documents are accurate, organised, and fully audit-ready.

We strongly encourage applications from LGBTQIA+ community members, women, and individuals from minority backgrounds. Preference will be given to candidates from these groups who meet the role requirements.

This is a hybrid part-time role. You will work 2 fixed days per week in the office (flexible timings), with the remaining work completed remotely. We are comfortable if the candidate has multiple clients, as long as GLAD's work is completed on time, professionally, and to compliance standards.

You will coordinate with our external Chartered Accountant for compliance and audit, and report directly to the Director.

KEY RESPONSIBILITIES

1. Finance & Accounting (Primary)

Enter all expenses into Zoho Books/Tally (mandatory skill).

Track spending against donor budget categories and maintain clean records.

Maintain daily/weekly cash flow tracker and monthly burn report.

Prepare vouchers, payroll inputs, and reimbursement statements.

Ensure every rupee spent has a corresponding, properly filed receipt.

Maintain digital + physical documentation in audit-ready format.

Handle routine payments to vendors after approvals.

Reconcile bank statements monthly.

2. Office Operations & Administration

Manage day-to-day office functioning (supplies, deliveries, utilities).

Oversee basic office upkeep and ensure the space is functioning well.

Maintain logbooks (petty cash, visitors, deliveries).

Coordinate with landlord, internet provider, and other service vendors.

Handle small procurement tasks with proper documentation.

3. Compliance Preparation (with CA Oversight)

Maintain financial documentation in the structure required for audit.

Prepare TDS, reimbursement folders, payroll documents, and donor files.

Support quarterly compliance checks and year-end audit preparation.

Ensure procurement and documentation follow donor norms.

4. Weekly & Monthly Reporting

Weekly:

Expense summary

Updated cash flow

Burn-rate update

Variance alerts (if any budget line is nearing limit)

Monthly:

Complete finance closure pack

Organised receipt folders

Bank reconciliation

Prepared files for CA review

REQUIRED EXPERIENCE & SKILLS

2+ years experience in finance, accounting, or NGO operations.

Mandatory: Zoho Books AND Tally (must know both).

Strong experience with vouchers, payroll inputs, reimbursements, and expense logs.

Experience with donor-funded projects preferred.

Must be highly organised, reliable, and structured.

Strong documentation discipline; no missing receipts.

Ability to manage multiple clients without compromising our timelines.

WORK STRUCTURE

Part-time role: approx. 1620 hours/week.

In-office: 2 fixed days per week at IGNOU Road, Saket.

Timings are flexible (to be mutually decided).

Remaining work done remotely with weekly deliverables.

We fully allow the candidate to have other clients, as long as deliverables are met consistently.

ATTRIBUTES WE VALUE

Very organised and methodical

Honest, reliable, and strict with documentation

Can enforce financial discipline professionally

Comfortable working independently with clear accountability

Maintains confidentiality and ethical financial handling