Admin & HR Executive

Job Title

• Manage office infrastructure, utilities, internet, phones, stationery, pantry, and housekeeping
• Coordinate with landlords, facility vendors, courier agencies, and service providers
• Maintain asset registers (laptops, tools, test equipment, dongles, etc.)

Vendor & Procurement Support

• Coordinate with vendors for office supplies, logistics, travel bookings, and local purchases
• Maintain vendor records, quotations, PO copies, delivery notes
• Support procurement team with documentation follow-ups

Travel & Logistics

• Book travel (air/train/hotel) for project teams and management
• Coordinate local logistics for project material movement
• Maintain travel records and bills for accounts submission

Documentation & Compliance

• Maintain company documents: incorporation, GST, PAN, bank, ISO (if applicable)
• Assist in preparing documents for tenders, client onboarding, vendor registration
• Maintain soft and hard copy filing systems (contracts, NDAs, agreements)

B. Tender Management

• Regularly monitor and track tenders on:
• Government e-Procurement portals (GeM, CPPP, state PWD portals, PSU portals, etc.)
• Client-specific portals and private tender platforms

• Identify tenders relevant to company scope (AV, IT, networking, ELV, turnkey projects)

Tender Documentation Support

• Download and maintain tender documents, BOQs, drawings, amendments, and corrigenda
• Maintain a Tender Tracker Sheet with submission deadlines, EMD, pre-bid dates, and status
• Coordinate internally with engineering, sales, and finance teams for inputs
• Assist in preparation of:
• Company profile
• Statutory documents
• Vendor registrations
• Bank guarantees / EMD coordination (with accounts & bank)

Submission & Compliance

• Support online tender submissions on portals
• Track post-submission activities: clarifications, technical queries, results, LOA
• Maintain archive of submitted tenders for future reference

C. HR Functions

• Assist in hiring coordination: interview scheduling, offer letters, joining formalities
• Maintain employee records
• Manage onboarding & exit formalities

Attendance, Leave & Payroll Support

• Track attendance, leaves, holidays, and work-from-site records
• Coordinate with accounts/payroll consultant for salary processing
• Handle PF, ESIC, gratuity, and statutory data sharing (via consultant)

HR Policies & Discipline

• Implement HR policies (leave, travel, reimbursement, working hours)
• Address routine employee queries and concerns
• Ensure basic workplace discipline and professionalism

Compliance & Statutory Coordination

• Coordinate with external HR/payroll consultants
• Maintain compliance documentation

Skills & Competencies

• Strong organizational and follow-up skills
• Comfortable handling multiple tasks independently
• Good written and spoken English & Hindi
• Proficient in MS Excel, Word, email communication
• Basic understanding of HR processes and office administration

Good to Have

• Experience in engineering / IT / AV / project-based companies
• Familiarity with GST, PF, ESIC, vendor documentation
• Ability to coordinate with technical teams and external consultants

Experience & Qualification

• Education:

  Graduate (B.Com / BBA / MBA / HR preferred)

• Experience:

• 12 years in Admin / HR / Office Management role
• Experience in small or mid-size company preferred

Personality Fit

• Practical, reliable, and execution-oriented
• Comfortable working directly with team
• Able to handle ambiguity and evolving processes
• Trustworthy and confidential with company data

KPIs / Performance Indicators

• Smooth daily office operations (zero chaos)
• Timely payroll & compliance coordination
• Clean and up-to-date documentation
• Low follow-up burden on founders
• Employee issues resolved efficiently