Admin & HR Executive

KAIECHI ENGINEERING PVT. LTD.

Company:

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Salary:

Roles and Responsibilities

• Maintain accurate Excel sales and purchase invoice registers; verify entries against invoices, purchase orders, challans and supporting records.
• Collect office, factory and site attendance; maintain leave, overtime and compensatory-off records and prepare verified monthly salary inputs.
• Track employee expenses, petty cash, reimbursements and advances employee-wise and project-wise; verify bills and follow up on settlements and approved recoveries.
• Maintain employee files, joining/exit documents and HR records; communicate approved policies and track acknowledgements.
• Organise physical and digital files, manage routine office requirements and follow up with teams for pending records.
• Coordinate gate passes, site induction forms, safety forms, police verification, medical fitness and other customer-required documents for Honda, Maruti Suzuki, Tata Motors and other sites.
• Coordinate applicable WC/Employees' Compensation insurance, PF and ESIC records, coverage details and challans with HR, accounts and service providers.
• Compile work-permit supporting documents with technical/safety inputs from authorised site personnel; track approvals, document validity and renewals before mobilisation.
• Arrange transport for collections and deliveries based on manufacturing, procurement and site requirements; coordinate freight approvals, loading and delivery schedules.
• Check applicable driver licences, vehicle registration, insurance, PUC, fitness, permits and site safety documentation.
• Confirm required vehicle weighing is completed; retain tare/gross/net weight records and weighbridge slips, and report discrepancies.
• Maintain transport and dispatch trackers; follow up on proof of delivery, acknowledgements and transporter bills.
• Track customer receipts, overdue invoices, expected payment dates and pending vendor payments against accounts-confirmed records.
• Submit daily/weekly Excel reports on attendance, expenses, advances, documents and receivables/payables; coordinate authorised follow-ups.
• Protect employee and company information and maintain organised, backed-up records.

Desired Candidate Profile

• Relevant experience in administration, HR operations, accounts support or a similar role.
• Experience in a factory, engineering company, contractor organisation or multiple project sites preferred.
• Strong practical Excel knowledge, including SUMIFS, COUNTIFS, IF, VLOOKUP/XLOOKUP, PivotTables, filters, conditional formatting and data validation.
• Ability to independently maintain invoice, attendance, expense, employee advance and management reporting trackers.
• Familiarity with gate passes, site induction, contractor documentation and transport coordination preferred.
• Basic understanding of invoices, payroll inputs, petty cash, receivables and payables.
• Accurate data entry, sound numerical skills, confidentiality and timely follow-up.
• Good coordination skills and working knowledge of email, Word, scanning and digital filing.
  

Education

Key Skills

• Microsoft Excel,
• Office Administration,
• HR Operations,
• Attendance Management,
• Payroll Support,
• Expense Management,
• Employee Advances,
• Petty Cash,
• Invoice Entry,
• MIS Reporting,
• Document Management,
• Gate Pass Coordination,
• Work Permit Documentation,
• PF and ESIC Documentation,
• WC Insurance Coordination,
• Transport Coordination,
• Dispatch Documentation,
• Weighbridge Records,
• Receivables Tracking, Payables Tracking.

About the Company