Accounts Payable / Accounts Receivable & Payroll Coordinator

Location: Gurgaon, Haryana, India
Department: Finance & HR
Employment Type: Full-Time
Reporting To: Finance Manager / HR Manager

About Wheelking Transhaul Inc.

Wheelking Transhaul Inc. is a fast-growing transportation and logistics company committed to operational excellence, safety, and customer satisfaction. We are expanding our Finance & HR operations in Gurgaon to support our India-based team and global business units.

Role Overview

We’re seeking a detail-oriented and reliable AP/AR & Payroll Coordinator with solid experience in transportation or logistics. The ideal candidate will manage end-to-end Accounts Payable, Accounts Receivable, and Payroll processing with a strong understanding of industry-specific documentation and workflows (e.g., freight bills, PODs, trip sheets, detention/demurrage, fuel expenses, vendor reconciliations).

Key Responsibilities Accounts Payable (AP) — 40%

• Process and verify vendor invoices (transporters, fuel, maintenance, tolls, rentals, leasing, permits), ensuring alignment with POs, contracts, and service agreements.
• Match freight bills with PODs/BOLs/LRs, trip sheets, and dispatch records; resolve discrepancies proactively.
• Track and process detention/demurrage, fuel card statements, and fleet-related expenses.
• Perform GRN matching and monthly vendor reconciliation; manage payment cycles and aging.
• Ensure compliance with GST input credit, vendor GSTIN validation, and proper tax coding.
• Maintain vendor master: onboarding, TDS declarations, banking details, and SLA adherence.

Accounts Receivable (AR) — 30%

• Prepare and post customer invoices based on rate cards, lanes, loads, and contractual terms.
• Manage e-invoicing (if applicable), EDI/customer portal submissions, and invoice supporting documentation (PODs, BOLs, trip confirmations).
• Monitor AR aging, follow up on collections, send reminders/SoAs, and resolve short-pays/deductions.
• Coordinate with operations to address accessorials (waiting, detention, lumper, storage) and ensure timely billing.
• Record receipts, apply adjustments, and reconcile customer accounts monthly.

Payroll — 20%

• End-to-end monthly payroll processing for India employees (staff/drivers as applicable):
• Attendance & shift reconciliation, overtime, trip allowances, driver settlements.
• Statutory deductions and filings: EPF, ESIC, Professional Tax (PT), TDS.
• Handle bonus/gratuity, F&F settlements, and payroll MIS.
• Coordinate with HR for onboarding, CTC breakups, pay structure changes, and policy adherence.
• Maintain payroll records, employee master data, and confidentiality.

Compliance, Reporting & Controls — 10%

• Prepare MIS reports: AP/AR aging, cash flow forecast, DSO/DPO, cost per trip, revenue per lane.
• Support GST returns, TDS returns, and statutory audits; ensure accurate ledgers and schedules.
• Maintain internal controls (3-way match, approval hierarchy, document retention, audit trail).
• Assist in month-end close: accruals, provisions, reconciliations, journal postings.

Required Qualifications

• Bachelor’s degree in Accounting, Commerce, Finance, or related field (B.Com/M.Com preferred).
• 1–3 years of experience in AP/AR and payroll, mandatory experience in transportation/logistics.
• Strong knowledge of Indian statutory compliance: GST, TDS, EPF, ESIC, PT, payroll tax rules, and e-invoicing (if applicable).
• Proficiency with accounting/ERP tools (any of: Tally, SAP Business One, Oracle, NetSuite, QuickBooks, Zoho Books) and Advanced Excel (VLOOKUP, Pivot Tables, Power Query).
• Experience with customer/vendor portals, EDI submissions, and supporting documentation (PODs, BOLs/LR, trip sheets).
• Excellent attention to detail, time management, and communication skills.

Preferred Skills

• Experience with fleet operations data: fuel cards, maintenance logs, permits, leasing, tolls.
• Familiarity with multi-currency transactions and intercompany entries (ideal for global operations).
• Working knowledge of HRMS for attendance and payroll workflows.
• Ability to coordinate across Operations, Dispatch, and Customer Service for billing accuracy.

Key Performance Indicators (KPIs)

• AP Aging & On-Time Payments (vendor reconciliation accuracy).
• AR DSO and collection efficiency.
• Billing accuracy and time-to-invoice after load completion.
• Payroll accuracy and on-time statutory filings (EPF/ESIC/TDS).
• Reduction in disputes, write-offs, and approval cycle times.

Work Mode & Schedule

• Location: On-site, Gurgaon.
• Working Days: Monday–Friday (and occasional Saturday as needed during month-end).
• Shift: Day shift; flexibility during billing/payroll cycles.

Compensation & Benefits

• Competitive salary as per industry standards.
• Statutory benefits and reimbursements as per company policy.
• Growth opportunities within Finance & HR across India and global units.

Job Types: Full-time, Permanent

Pay: ₹25,000.00 - ₹35,000.00 per month

Benefits:

• Provident Fund