Department: HRM and Admin  
Section: Admin  
Reporting To: Manager  
Key Relationship: Finance and Accounts Unit 

Objective of the Job: 

The position will be a point of contact for all employees providing administrative support and managing their relative queries on employee attendance and office admin services. S/he will be responsible to ensure the company’s administrative activities  run smoothly on a daily and long-term basis. 

Duties and Responsibilities:

Admin  

Responsibilities: 

• Manage office supplies stock, place orders, and manage distribution  
• Assist the procurement process by preparing the budget, analyzing, producing  procurement plan and liaison with suppliers with close relation to Finance & Accounts  Unit 
• Monitor inventory of office supplies and purchase of new material/ equipment with  attention to budgetary constraints and seeking quotations from vendors for analysis 
• Prepare regular reports on expenses – budgeting, maintain documentation, update  information and report on a periodic basis. 
• Handle daily petty cash and its settlement with Finance Unit.  
• Distribute and store office correspondence and documents (e.g. letters, emails and  packages) to/from inside and outside office location to third parties.  
• Delivery of banking transactions in coordination with Finance Department.  
• Arrangement of travel and accommodations at office as assigned by supervisor.  
• Providing employee IDs, Business card and others in close relation to HRM and IT Unit  
• Assist in on-boarding of new employees and providing amenities (corporate SIM, Work  Cubical and others required materials during on-boarding) 
• Taking care of all office utilities and facilities and involve in timely maintenance and  repair. Coordinate same with branch offices. 
•  Organize and supervise other office activities (recycling, renovations, event planning  etc.) and management of in-house and external events 
• Oversee and coordinate facilities services, maintenance activities and tradespersons (e.g.  electricians); Supervise and Direct internal support staff.  
• Handle queries of employees and address appropriately on material acquisition and  distribution. 
• Keep abreast with all organizational changes and business developments. Maintain and  update company databases, social media accounts and websites as assigned by  supervisor.  
• Ensure operations adhere to policies and regulations of the company.  
• Ensure proper system and processes in administrative tasks of the unit 
• Research and Policy work assistance.

HRM 

Responsibilities: 

• Daily monitoring employee attendance in the system and keeping track of employee  punctuality and discipline; Monthly reporting on Attendance and Leave  
• Updating database of incoming applicants for recruitment processing and assisting in  proper scheduling of interviews aligned to Acquisition plan 
• Record keeping the Database of Company’s Branches and respective personnel  
• Support in welcoming new hires / appointees in the company by scheduling orientation  and departmental visits. Ensuring allotment of all prerequisites for new hires. 
• Updating and maintaining employee details in the company records, both in physical files  and in HRM Database systematically and promptly as assigned by supervisor. 
• Communicating with employees in HR related functions as directed by the supervisor. 
• Record keeping of departmental notices and company circulars, and other outgoing letters  from the department in systematic manner. 
• Assist to employees for insurance claims, Leave Applications, KYC updates and other HR  processes 
• Assist in the development of departmental processes and system 
• Assistance in other administrative duties relative from the unit.  
• Ensuring healthy and safe environment in office premise and implementation of H&S  plans from the department.  
• Providing administrative guidance and support to employees and concerned third parties.
• Active involvement to organize different official events.  
• Other assigned tasks and duties by the supervisor.

Job Skills:  

• Good organization, time management and scheduling skills 
• Basic bookkeeping experience, especially in accounts payable/receivable 
• Ability to prepare stock inventory and process office bills 
• Technical skills on basic computers and hardware  
• Ability to meet strict deadlines and execution  
• Working knowledge of necessary productivity tools, including Microsoft Office Suite 
• Fluent command in written/oral English Language communication  
• Strong interpersonal, communication, multi-tasking, problem solving, and negotiation skills 
• Good analytical skills with ability to detect and report inconsistencies 
• Proactive, resourceful, reliable, and solutions/result oriented 
• Maintaining confidentiality and ethically driven  
• Keen eye for detail 
• Integrity and disciplined 

Required Qualification and Criteria  

• Minimum Bachelor Degree in Management and Above  
• Minimum 1+ years of experience in Admin Department of corporate office 
• Two-wheeler license holder is must or owning a two-wheeler is preferred.