Society Finance, Compliance & Office Manager

Background:

Zipgrid (www.zipgrid.com) is the only PropTech company that specializes in using technology and delivering FCO (Finance, Compliance and Office Management) operations for housing/commercial communities on the “Done-For-You” model. Established in 2014, Zipgrid (“MyAashiana Management Services Private Limited”) has become a Leader in delivering the best solutions to housing societies and commercial communities. We do not just stand as a One-stop Solution provider for all the needs of over 550+ housing societies and commercial communities, but also ensure the long-term smooth functioning of all our clients. We believe in the saying, “Let the experts do the work” and today with over a decade of experience we are the only company in the market that has built the best community living and working experiences.

At Zipgrid, the ‘Manager – FCO (Finance, Compliance & Office)’ role is required to manage the day-to-day operations of approximately 2 to 3 project(s) allocated to them. We have provided a high-level summary of the profile below, but a more in-depth discussion can be pursued with interested candidates.

Responsibilities:

• Manage the overall assigned Projects from a finance, compliance and administration perspective with the help of project lead and project team.
• Act as the site-in-charge and oversee all on-site activities.
• Manage committed deliveries and ensure alignment with client expectations.
• Ensure effective data management, monitor tax compliance, and coordinate with internal and external auditors of the client.
• Handle vendor and contract management efficiently.
• Enhance client satisfaction and engage actively with Management Committee members.
• Ensure the smooth functioning of client’s day-to-day operations.
• Discharge duties and responsibilities delegated by Zipgrid Project Leads and other members of the Project Office.
• Monitor/perform routine admin activities as instructed by Managing Committee members.

Requirements and skills:

• Proficiency in MS Office.
• Should be adept at learning new accounting applications including but not limited to the proprietary accounting software of Zipgrid.
• Broad understanding of taxation matters for approval and payment coordination of GST, TDS, etc.
• Proficiency in Vendor management and Accounts Payable process.
• Understanding of Society Model Byelaws, Maharashtra Cooperative Societies Act, and other necessary updates.
• Ability to summarize, articulate and communicate complex client matters coherently to the Project team.
• Ability to draft formal communication of the client viz. minutes of meetings, official letters, emails, etc.

Detailed Job Profile:

I. Billing & AR Management:

• Responsible for providing billing instructions promptly.
• Passing all the Receipt Entries daily.
• Ability to resolve client queries in collaboration with the Project Team.
• Weekly updating the Bank statement and sharing it along with the Daybook Template.
• Ensuring the regular deposit of cheques in the Bank.
• Monitoring the activities and MIS of the virtual accounts, POS machines, or any other payment modes used by the client.
• Management of cash income, penalties and other ad hoc incomes.

II. Booking & Accounts:

• Receive and verify supplier invoices for accuracy and compliance with agreed terms.
• Process approved invoices for payment according to payment terms.
• Archive all procurement and payment documents for future reference and audit purposes.
• Petty cash management as per the defined SOP.
• Updating Vendor master database in Daybook Template.
• Approval of Vendors Invoices from Committee then preparation of cheques & payment vouchers.
• All types of payment entries are to be updated daily in the Daybook Template.

III. Banking & Treasury:

• Tracking Cheque lifecycle - Undeposited cheques.
• Any Post-dated cheques.
• Updating the signatories in a timely manner.
• Managing net banking and other electronic payment workflows.

IV. Withholding Tax matters:

• Adherence to the timeline to pay the challan i.e. before the 7th of the following month.
• Check TDS rate & section applicability on Vendor Invoice.
• Timely deduction of TDS on base amount of vendor invoice.
• Communicate notices/intimations from the Income-tax department to the internal tax/project team.
• Broad understanding of TDS reports and coordinating the approval and payments.

V. Goods and Service Tax:

• Responsible for providing relevant inputs/workings to enable timely filing of relevant returns.
• Adherence to the timelines to pay the challan i.e. before the 20th of the following month.
• Cross-verification of Vendor's invoices through Purchase Order/Contract/Cost Sheet etc. Verify Society's GST No., RCM applicability, GST rate/amount.
• Follow up with Vendors whose ITC is not reflecting in GSTR 2A.
• Inform the Committee about the vendors whose ITC is not reflecting in GSTR 2A to take appropriate action in a timely manner.
• Broad understanding of GST reports and workings for coordination of approval and payment.

VI. Income Tax:

• Get Advance Tax paid as per the Computation of Income prepared by the internal project team.
• Communicate Notices/intimations from the Income-tax department to the internal project team.

VII. Project MIS:

• Daily Management Report to be shared with the client.
• Tracking of compliance and general office admin to-do list and activities.
• Sharing Outstanding & Collection Reports with Managing Committee members.

VIII. Office Admin:

• Weekly virtual meeting with the other project team members and project coordination.
• Attend mandatory training scheduled/suggested by the respective project leads.
• Communication with the local body/Vendors on behalf of the client.
• Other administrative work assigned by the Managing Committee members.

IX. Compliance:

• Addressing members' correspondence with the support of the internal project team.
• Ensuring the transfer of sale and the documentation process is followed as per the checklist.
• Ensure that statutory registers are updated on a daily/weekly basis.
• Draft and circulate agenda and minutes of meetings and circulars within the defined timelines with the support of the internal project team.
• Manage member compliance processes including nominations, NOC issuance, and transfers.
• Managing tenant flats list and updating tenant agreements.
• Maintaining the list of Annual Maintenance Contracts (AMCs) of amenities of the society and tracking their renewal dates.

Interested candidates are requested to apply with their Resume / CV to [email protected] with the subject line “Application for Manager – FCO (Finance, Compliance & Office)”. We will reach out to you at the earliest if your profile is shortlisted for the role for a virtual/in-person interview.