SYAMALA REDDY

Account Executive – Administration & Accounts (Finance & Accounts), Visakha Cargo Movers, Visakhapatnam.|December 2016 – Present.

Company Profile: Visakha Cargo Movers is a leading logistics, transportation, and heavy machinery handling service provider, with an annual turnover of ₹40 crores, managing over 100 vehicles and a workforce of 200 employees.

Key Responsibilities:

1. Communication & Documentation Management (Start of Day)

• Managed daily communications with vendors, clients, bankers, and internal departments.
• Managed all inward and outward documents, scanned, and filed systematically.
• Checked, drafted, and dispatched official correspondence, including letters and emails to stakeholders.
• Coordinated with procurement, operations, vendors, and customers to validate invoices, work orders, and documents.
• Maintained master files for partner KYC, ITRS, GSTR returns, fixed asset records, and original vehicle documents (RC, insurance, tax, and permits).
• Managed all inward and outward documents, scanned, and filed systematically.

2. Financial Accounting and Bookkeeping.

• Recorded day-to-day transactions in Tally ERP, including sales, purchases, receipts, payments, and journal entries.
• Verified supporting documents for each transaction to ensure GST, TDS, and statutory compliance.
• Performed three-way matching of purchase invoices (invoice vs. PO vs. GRN).
• Prepared and issued invoices for transportation, machinery works, and handling charges.
• Generated e-invoices and uploaded them to the GST portal.
• Generated waybills for inter/intra-state movement of goods.
• Entered daily bills and vouchers, and maintained physical vouchers for audit trails.

3. Accounts Payable & Receivable Management

• Processed vendor payments on time, ensuring GST compliance, and TDS deduction.
• Maintained vendor and debtor ledgers, reconciled monthly, and resolved disputes.
• Followed up on outstanding receivables by preparing customer ageing reports and overdue statements.

• Maintained vendor master data and negotiated payment terms to improve cash flow.

• Maintained strong relations with clients and vendors to ensure smooth payment cycles.

4. Debit Note & Credit Note Management

• Prepared and managed debit notes for returned goods, pricing discrepancies, and additional charges, ensuring accurate adjustments in accounts payable.
• Processed credit notes received from vendors for purchase returns, overpayments, or billing errors, updating accounts receivable accordingly.
• Maintained comprehensive records of all debit and credit notes, including reasons for issuance, associated invoices, and approval hierarchies.
• Regularly reconciled debit and credit notes with vendor and customer statements to ensure consistency and accuracy in financial records.
• Ensured all debit and credit notes complied with GST regulations and were reflected appropriately in monthly returns.
• Coordinated with vendors and clients to resolve discrepancies leading to the issuance of debit or credit notes, maintaining strong professional relationships.

5. Statutory Compliance (GST, TDS, PF, ESI)

• Prepared monthly GST reports (Input and Output) and filed GSTR-3B and GSTR-1 returns on or before due dates.
• Reconciled GSTR-2B with the books and corrected mismatches.
• Prepared TDS returns, deposited TDS on time, and generated TDS certificates.
• Prepared and deposited PF and ESI challans monthly, and submitted relevant returns.
• Updated KYC, activated UAN, processed PF loans, managed exits, and processed final settlements.

6. Payroll and Employee Management (200 staff)

• Prepared monthly attendance, overtime, and leave reports.
• Processed salaries, disbursed payments, and distributed pay slips.
• Handled ESI card generation, PF UAN activation, KYC updates, processed PF advances/loans, and managed employee exits.
• Maintained records of drivers, operators, security, and supervisors.

7. Vehicle & Machinery Management (Fleet of 100+ vehicles & 30+ equipment)

• Maintained records of Tippers, Trailers, Loaders, and Poclines (100+ vehicles and 30+ machinery).
• Monitored and renewed FC (Fitness Certificate), Permits, Pollution Certificates, Insurance, and Road Tax timely.
• Managed vehicle EMI payments, maintained repayment schedules, and submitted required banker documents.
• Tracked Fastag portal for toll payments and handled RFID permits for vehicles and manpower.
• Coordinated vehicle purchase/sale transactions and maintained asset register.

8. Banking and Fund Management

• Prepared monthly fund requirement statements and planned payments accordingly.
• Liaised with banks for OD, CC, stock statement submission, and fund-related documentation.
• Handled cheque issuance for vendor payments, vehicle EMIs, and statutory payments.
• Submitted documents for credit compliance, work orders, and facility renewals.

9. Internal Audit, MIS & Reporting

• Conducted internal audits of books of accounts, vendor/customer bills, payment advices, and final bills.
• Prepared documentation for internal and statutory audits (vendor/customer bills, payment advices, reconciliations).
• Maintained Partner KYC files, ITR records, original vehicle records, and EMI schedules.
• Ensured all statutory filings were submitted within due dates (GST, TDS, PF, ESI, Professional Tax).
• Assisted external auditors with reconciliation statements and audit schedules.

10. Asset & Stock Management MIS & Reporting

• Maintained and updated fixed asset register. and management MIS reports.
• Performed stock valuation and submitted monthly stock reports to management.
• Prepared and submitted monthly fund requirement statements to management.

11. Port & Vessel Handling Activities

• Managed port permission letters, BE (Bill of Entry) copies, and vessel-wise cargo handling documentation.
• Coordinated with port authorities for vessel permissions, port entry permissions, and clearance processes.
• Maintained vessel-wise cargo quantity records and tracked movement documentation.
• Liaised with customs brokers, shipping agents, and port officials to ensure timely handling of shipments and compliance.