Admin & Finance Officer

Job Summary

The Admin & Finance Officer is responsible for managing day-to-day administrative operations, finance activities, accounting tasks, office management, documentation, and general support for recruitment, visa, and holiday divisions. The role ensures smooth functioning of the office, accurate financial records, effective vendor management, and compliance with company policies.

Key Responsibilities :

A. Finance Responsibilities

• Accounting & Bookkeeping Maintain day-to-day financial records, ledgers, receipts, and vouchers.

Handle accounts payable/receivable and ensure all transactions are properly recorded.

Prepare invoices, payment receipts, and financial statements.

Maintain petty cash and prepare daily/weekly cash reports.

• Payroll & Expense Management Prepare monthly payroll, allowances, overtime, and incentives.

Maintain employee attendance records.

Process staff reimbursements and expense claims.

Manage office expenses, utilities, subscriptions, and payments.

• Banking & Compliance Handle bank deposits, withdrawals, and online payments.

Manage vendor payments, client invoice follow-up, and collections.

Support auditors with documentation and finance reports.

Ensure statutory compliance (GST, TDS, PF/ESI if applicable).

B. Administration Responsibilities

• Office Administration Oversee day-to-day office operations and ensure a well-organised workspace.

Manage office supplies, equipment, maintenance, and vendor coordination.

Handle incoming calls, customer walk-ins, and basic inquiries.

Maintain records for recruitment, visa, and ticketing departments.

• HR & Staff Support Assist in onboarding new employees and maintaining HR files.

Maintain staff attendance, leave records, and HR documents.

Support team heads in scheduling interviews and internal meetings.

• Documentation & Coordination Maintain agreement files, client contracts, vendor details, and company documents.

Coordinate with recruitment, mobilisation, holidays, and visa departments for form submissions, payments, and reports.

Manage filing, scanning, and data entry tasks.

C. Reporting & Support Prepare weekly/monthly finance reports for management.

Support management with planning, budgeting, and cost control.

Assist with workflow improvements across all departments.

Provide administrative support during recruitment drives, events, and client visits.

Skills & Competencies Required Strong knowledge of accounts, bookkeeping, and basic finance.

Good communication skills (English & Malayalam).

Organised, detail-oriented, and able to multitask.

Proficiency in MS Excel, Tally/Zoho Books or other accounting software.

Ability to maintain confidentiality and handle sensitive information.

Problem-solving and time-management abilities.

Qualifications Bachelor’s degree in Commerce, Business Administration, or related field.

2–3 years of experience in accounts or administrative roles.

Experience in recruitment/travel/visa industry preferred but not mandatory.

Working Conditions Full-time office role based in Malappuram.

May involve coordination with external vendors, banks, and government offices.

Job Type: Full-time

Pay: ₹12,000.00 - ₹15,000.00 per month

Work Location: In person