Business Operations Executive - Finance & Admin

Who we are
WeBuild Pathways is a management system consulting firm with over 28 years of experience. The company has guided over 1700 organizations to achieve and maintain various management system certifications in manufacturing, pharmaceuticals, education, healthcare, and agriculture sectors. The aim of the company is to provide value added guidance to the organizations and help the society at large through effective implementation of Sustainability/ESG, Quality, Environment, Occupational Health and Safety, Social Accountability, and various other management systems services.
About the role
We are looking for a Business Operations Executive – Finance & Administration who can independently manage finance coordination, invoicing, GST/TDS documentation, client and project administration, proposal tracking, consultant travel coordination, and management reporting for a consulting business. The role reports directly to the Directors and requires strong ownership, accuracy, communication, and follow-up discipline.
This role is based in Nasik, Maharashtra. Only eligible candidates must apply.
Required Qualifications (Must)
Bachelor’s degree in Commerce, Business Administration, Finance, Accounting, Management, or a related field.
Additional qualification in accounting, taxation, business administration, or financial analysis will be preferred.
Working knowledge of GST, TDS, invoicing, rece&ivables, and basic accounting practices is required.
Minimum 4 years of relevant experience in finance coordination, administration, accounts support, client coordination, business operations, or project administration.
Experience in a consulting firm, professional services company, training organization, certification body, or project-based service business will be preferred.
Prior experience working directly with senior management, Directors, or business owners will be an advantage.
High level of communication, both oral and written, and able to present effectively at all levels in the organization.
Good understanding of invoicing, GST, TDS, payment tracking, and statutory documentation.
Strong working knowledge of MS Excel, including trackers, basic formulas, summaries, and reporting formats.
Ability to prepare MIS reports, quarterly finance summaries, and management review data.
Good documentation and record management skills.
Working knowledge of MS Word, PowerPoint, email communication, and shared folder/cloud-based documentation systems.
Familiarity with accounting software such as Tally, Zoho Books, QuickBooks, or similar tools will be preferred.
Confidentiality and maturity in handling financial and business information.
Problem-solving mindset and willingness to improve systems and processes.
Ability to support Directors with timely, structured, and reliable information.
Job responsibilities
A. Finance Operations & Accounts Coordination
Prepare, issue, track, and manage client invoices as per project milestones, work orders, and contractual terms.
Maintain invoice registers, payment trackers, receivables records, and client-wise billing status.
Follow up with clients for pending payments, invoice approvals, purchase orders, and payment-related documentation.
Coordinate TDS-related documentation, reconciliation inputs, and records.
Coordinate GST-related data, documentation, invoice records, and filing inputs.
Liaise with the Chartered Accountant for GST, TDS, income tax, statutory filings, financial statements, and other compliance-related matters.
Maintain proper records of expenses, reimbursements, consultant payments, vendor payments, and supporting documents.
Support the Directors in maintaining financial discipline across billing, collections, documentation, and statutory data submission.
B. Financial Reporting & Analysis
Prepare monthly or quarterly finance summaries for review by the Directors.
Track revenue, expenses, receivables, collections, overdue payments, and project-wise billing status.
Support the development and monitoring of finance KPIs such as invoice cycle time, collection period, overdue receivables, monthly revenue, project profitability, and outstanding payments.
Prepare basic financial analysis reports to support business planning and decision-making.
Highlight financial risks, pending payments, documentation gaps, and delays in statutory data preparation.
Assist in preparing annual financial summaries, business review data, and management presentations as required.
C. Client & Project Administration
Manage pre-project and post-project administrative documentation.
Coordinate client onboarding documents, vendor registration forms, NDAs, proposals, quotations, work orders, purchase orders, and other commercial documents.
Maintain client-wise and project-wise records in a structured manner.
Track project status, consultant assignments, client communication, deliverables, completion status, and pending documentation.
Coordinate with consultants for client visits, project schedules, travel plans, reports, and required supporting records.
Collect and maintain client satisfaction forms, work completion certificates, feedback records, and project closure documentation.
Ensure all consulting projects are supported with appropriate administrative and commercial documentation.
D. Enquiry, Proposal & Business Support
Maintain an enquiry tracker for incoming client enquiries and business opportunities.
Coordinate internally with Directors and consultants for proposal preparation and submission.
Track proposal status, client follow-ups, negotiation updates, and conversion status.
Maintain records of submitted proposals, commercial offers, lost opportunities, and confirmed assignments.
Support the preparation of company profiles, credentials, client documentation, and registration-related submissions.
Assist Directors in monitoring business development activity through structured data and follow-up records.
E. General Administration & Coordination
Manage consultant travel coordination, including travel planning, bookings, schedules, and related documentation.
Coordinate meetings, internal reviews, client calls, and administrative follow-ups.
Maintain company templates, trackers, shared folders, records, and documentation systems.
Coordinate with vendors, service providers, clients, and internal team members for operational requirements.
Support internal process improvements related to documentation, finance tracking, project administration, and reporting.
Ensure confidentiality of company, client, employee, and financial information.
What we offer
Market competitive salary.
Safe and condusive work environment
Based on performance, the role may grow into a broader Business Operations Lead / Head – Administration & Finance position, with increased responsibility for business planning, financial MIS, process improvement, team coordination, and operational governance.

Work arrangement
No