Assistant Manager - Accounts & Commercial

PREWAL · India

Company: Prewal Studio Private Limited

Location: Gurugram, Haryana

Industry: High-Fashion Garment Manufacturing & Export

Experience: 4–7 Years

Prewal Studio Private Limited is looking for a highly responsible and detail-oriented Assistant Manager – Accounts & Commercial to independently manage the company's accounting, buyer commercial coordination, receivables, costing, MIS, and financial controls.

This is not a routine accounting or data-entry position.

The person will be responsible for maintaining the overall financial picture of the business, managing international buyer accounts, ensuring accurate accounting in Zoho Books , monitoring outstanding payments, controlling costs, reviewing profitability, and supervising the Assistant Accountant.

The role will work closely with Management, Merchandising, Production, Sourcing, EXIM/Shipping Documentation, and international buyers.

• Independently manage commercial accounting for international buyers.
• Understand buyer-specific payment terms, commercial conditions, advances, deductions, and invoicing requirements.
• Prepare and raise Proforma Invoices and commercial/sales invoices.
• Maintain separate buyer-wise records for sampling and production business.
• Maintain complete buyer-wise invoice and payment reconciliation.
• Track:
• Invoice value
• Payment received
• Outstanding amount
• Due dates
• Advances
• Sampling invoices
• Production invoices
• Debit notes
• Credit notes
• Deductions and adjustments
• Communicate directly with buyers' Finance / Accounts departments.
• Share statements of account, invoice details, reconciliation statements, and payment information.
• Regularly follow up with buyers for pending and overdue payments.
• Ensure all receipts are correctly allocated against the relevant invoice / PO / buyer.

• Maintain complete and accurate accounting records in Zoho Books .
• Ensure Zoho Books remains the primary financial source of truth for the business.
• Manage:
• Customer ledgers
• Vendor ledgers
• Sales invoices
• Purchase bills
• Payments received
• Vendor payments
• Credit notes
• Debit notes
• Advances
• Expenses
• Bank entries
• Accounts Receivable
• Accounts Payable
• Perform and review bank reconciliations.
• Ensure proper classification of expenses and transactions.
• Maintain clean and accurate books with proper supporting documentation.
• Generate management reports directly from Zoho Books wherever possible.
• Ensure timely month-end accounting closure.

• Maintain a real-time Accounts Receivable ageing report.
• Categorize outstanding amounts into:
• Current
• 0–30 Days
• 31–60 Days
• 61–90 Days
• 90+ Days
• Proactively follow up for overdue payments.
• Highlight delayed or high-risk receivables to management.
• Reconcile buyer balances periodically.
• Ensure there are no unresolved differences between company records and buyer accounts.

• Prepare detailed costing and profitability reports for each PO and style.
• Track actual costs incurred for:
• Fabric
• Trims
• Embroidery
• Stitching
• Washing / Processing
• Finishing
• Packing
• Outsourcing
• Other production-related expenses
• Compare actual costs against the planned budget and selling price.
• Maintain:

Estimated Cost → Running Cost → Final Actual Cost

• Monitor cost variations during production.
• Immediately highlight cost overruns or margin erosion.
• Provide management with financial visibility before and during production.
• Prepare final profitability reports after completion of each PO/order.
• Calculate style-wise and PO-wise gross margins.

Prepare regular reports covering:

• Buyer-wise receivables
• Outstanding payments
• Payment ageing
• Buyer-wise sales
• Sampling receivables
• Production receivables
• Vendor outstanding
• Accounts Payable
• Cash-flow position
• Upcoming payment requirements
• PO-wise costing
• Style-wise costing
• Estimated vs actual cost
• Gross margin / profitability
• Expense analysis
• Monthly financial summary
• Buyer reconciliation status

Reports should primarily be generated through Zoho Books , supported by Excel wherever detailed commercial or costing analysis is required.

• Review vendor bills before payment.
• Verify payment amounts and supporting documentation.
• Ensure there are no:
• Duplicate payments
• Excess payments
• Incorrect payments
• Unapproved expenses
• Maintain proper vendor reconciliations.
• Track advances paid to vendors.
• Ensure advances are correctly adjusted against bills.
• Maintain proper control over company expenditure and cash flow.

The company has an Assistant Accountant responsible for routine accounting activities.

The Assistant Manager – Accounts & Commercial will supervise and review their work, including:

• UPI transaction entries
• Petty cash
• Routine vouchers
• Day-to-day Zoho entries
• Vendor bill entries
• Expense booking
• Supporting reconciliations
• Filing of accounting documents

The Assistant Manager will be responsible for ensuring that the accounting work completed by the Assistant Accountant is accurate and complete.

• Coordinate payroll and salary calculations with HR.
• Verify salary payable amounts before release.
• Ensure payroll-related accounting entries are accurately recorded.
• Monitor employee advances, deductions, reimbursements, and other adjustments where applicable.

The company has a separate EXIM / Shipping Documentation function responsible for export/import documentation and shipment execution.

The Accounts & Commercial role will work closely with EXIM but will primarily own the financial and commercial side of shipments .

Responsibilities include:

• Verify buyer invoice value and commercial terms before shipment.
• Ensure invoice values match PO and approved commercial terms.
• Ensure relevant invoices are properly recorded in Zoho Books.
• Verify advances and outstanding balances.
• Reconcile shipment value with buyer accounts.
• Coordinate with EXIM regarding financial information required for shipment.

The EXIM / Shipping Documentation team will independently remain responsible for:

• Shipping Bills
• AWB / Bill of Lading
• Packing Lists
• Customs documentation
• Certificate of Origin
• Freight forwarder coordination
• DGFT documentation
• Advance Authorisation-related documentation
• Export/import compliance
• Shipment documentation and execution

Work closely with:

• Management / Founders
• Merchandising Team
• Production Team
• Sourcing / Procurement
• EXIM / Shipping Documentation
• HR
• Assistant Accountant
• CA / Auditors
• International buyers' Finance and Accounts teams

The ideal candidate should have:

• 4–7 years of experience in Accounts / Commercial / Finance.
• Strong preference for candidates from:
• Garment Export Houses
• Apparel Manufacturing
• Textile Export
• Fashion Manufacturing
• Export-oriented manufacturing businesses
• Strong practical experience with Zoho Books .
• Strong knowledge of Accounts Receivable and Accounts Payable.
• Experience handling international buyer accounts.
• Experience with invoicing and buyer payment reconciliation.
• Good knowledge of order-wise and product-wise costing.
• Strong Excel skills.
• Understanding of GST, TDS, accounting principles, and basic statutory compliance.
• Good knowledge of bank reconciliation and vendor reconciliation.
• Strong written English communication.
• Ability to independently communicate with international buyers.
• Strong numerical and analytical ability.
• Excellent attention to detail.
• Ability to identify discrepancies before they become financial losses.

We are looking for someone who:

• Takes complete ownership of their function.
• Does not require repeated follow-ups.
• Can see the bigger financial picture rather than only doing accounting entries.
• Is comfortable working directly with management.
• Can supervise junior accounting staff.
• Can coordinate across departments.
• Understands the commercial side of an export business.
• Can identify risks, delays, cost overruns, and payment issues proactively.
• Maintains strong financial discipline and documentation.

Performance will be measured on:

• Accuracy of Zoho Books
• Timely accounting closure
• Accuracy of buyer ledgers
• Accuracy of invoices
• Timely raising of invoices
• Reduction in overdue receivables
• Buyer payment follow-up
• Accuracy of buyer reconciliations
• Accuracy of vendor reconciliations
• Zero duplicate / incorrect payments
• Accuracy of PO and style-wise costing
• Timely identification of cost overruns
• Accuracy of profitability reporting
• Quality and timeliness of MIS
• Quality of supervision of the Assistant Accountant
• Overall financial control and discipline