Job
Description
Key Responsibilities: Attendance Management: o Maintain accurate attendance records for all employees, including tracking leave, overtime, and absences. o Record daily attendance, monitor employee punctuality, and address attendance discrepancies. o Ensure the proper documentation of various leave types (sick leave, vacation, personal leave, etc.) and track approval processes. o Generate and distribute monthly attendance reports, highlighting any discrepancies or issues for review by the Account or HR department or Senior management. o Monitor employee clock-in/clock-out times using attendance management software or manual systems. Daily Report Review: o Review daily reports submitted by all staff members across departments. o Ensure reports are complete, accurate, and submitted on time. o Assess the quality of work and productivity based on the daily reports. o Flag any issues, errors, or inconsistencies in the reports and follow up with the respective staff members. o Provide insights or recommendations for improvement based on the reported data. Salary Sheet Preparation: o Prepare and maintain monthly salary sheets based on employee attendance, overtime, bonuses, and deductions. o Coordinate with the Finance departments to ensure accurate salary calculations. o Track and apply any adjustments, such as salary hikes, promotions, or reimbursements. o Ensure that statutory deductions like taxes, provident fund, insurance, and other benefits are accurately deducted from employees' salaries. o Coordinate with Accounts and Ensure the timely distribution of salary slips to employees and resolve any payroll-related inquiries. Reporting and Documentation: o Prepare and submit monthly attendance and salary reports for management review. o Maintain accurate records of attendance, salary adjustments, and payroll-related transactions. Vendor Management: o Establish and maintain strong, positive relationships with suppliers and service providers. o Negotiate contracts, pricing, and terms with vendors. o Submit minimum 3 vendors quotation to management for approval. o Evaluate and select vendors based on performance, cost, and quality. o Coordinate vendor meetings and communicate company requirements clearly. o Resolve any vendor-related issues or discrepancies promptly. o Procurement Coordination. o Process purchase orders, track deliveries, and monitor vendor compliance. o Ensure timely and accurate delivery of goods and services. o Maintain an up-to-date vendor database and documentation. Request Management: o Acknowledge and respond to all incoming requests (internal or external) in a timely manner. o Evaluate and prioritize requests based on urgency and importance. o Gather relevant information from requestors to ensure accurate understanding of issues or needs. o Keep track of pending requests and follow up to ensure prompt resolution. Communication and Reporting: o Maintain clear, professional communication with requestors throughout the process. o Provide regular updates to relevant stakeholders on the status of requests or issues being resolved. o Document all requests and their resolution steps for future reference. o Report on recurring issues and provide recommendations to management to address any systemic problems. Collaboration and Coordination: o Collaborate with internal teams, including HR, IT, BDM, Finance, and Operations, to resolve requests and issues efficiently. o Coordinate with external vendors or service providers when the issue requires their involvement. o Assist other departments with managing special requests and ensuring seamless operations support the executive team by performing a variety of administrative and clerical duties, with a key focus on coordinating schedules, meetings, and communications with executives' assistants Brochure and Visiting Card Management: o Manage the printing of brochures, visiting cards, and other related materials. o Coordinating with external vendors, Ensure the quality of printed brochures and visiting cards by reviewing final printed copies before distribution. o Ensure that all print materials are in line with the company’s branding guidelines and compliance standards. o Inspect printed materials for consistency, colour accuracy, and overall quality. o Coordinate the delivery or distribution of printed materials to the relevant departments or external clients. Documentation and Record-Keeping: o Maintain organized and secure records of phone messages, sensitive communications, and other administrative tasks. o Ensure that all data, both digital and physical, is properly categorized, protected, and archived in line with company policies Data Management and Entry: o Regularly update the branches sheet/database with new data, such as contact information, branch status, operational hours, and key personnel. o Ensure the accuracy of information by cross-checking data from reliable sources (e.g., branch managers, internal reports). o Coordinate with branch managers and other departments to gather the latest updates regarding each branch. o Communicate with relevant personnel to ensure that changes or new information are promptly added to the branches sheet. o Follow up with branches to ensure updates are completed on time. o Prepare weekly or monthly summaries of updates for management and other relevant stakeholders. o Provide regular reports to senior management detailing branch status, performance, or changes. o Ensure the branches sheet is available and accessible to authorized users. Payment Follow-Up: o Regularly follow up with the accounts department to track the status of outstanding payments. o Respond to queries from External or internal departments regarding billing issues and payment status. o Communicate with internal departments regarding overdue payments and provide necessary support to resolve payment issues Job Type: Full-time Pay: ₹20,000.00 - ₹30,000.00 per month Work Location: In person
