Administration Executive

Job Description

Role & responsibilities Payroll and Consultant Time Tracking Collect and verify timesheets and invoices from consultants. Maintain accurate records of consultant work hours. Coordinate with finance and HR teams for timely payroll processing. Address any discrepancies in payroll-related data. Contract and Purchase Order Coordination Process Master Service Agreements (MSA) and Purchase Orders (PO) for new contracts. Ensure all contract-related information is complete and accurate. Liaise with clients and internal teams to resolve contract discrepancies. Maintain digital and physical records of contracts and purchase orders. Project and Contract Tracking Monitor project and contract timelines. Notify stakeholders about upcoming contract renewal dates. Maintain a tracking system for renewals, extensions, or terminations. Assist in preparing renewal documentation. Vendor and Payment Coordination Engage with external vendors to resolve payment-related queries. Process and track vendor invoices for timely payments. Maintain a database of vendor agreements and payment terms. Coordinate with finance to reconcile payment issues. Data Entry and Database Maintenance Update and maintain company databases with accurate and relevant information. Ensure consistency and integrity of data across different systems. Regularly audit and clean up database records. Documentation and Record-Keeping Document and distribute essential Request for Offer (RFO) details. Organize and store important business documents for easy retrieval. Ensure compliance with company policies and industry regulations in record-keeping. Bid Proposal Assistance Assist in gathering and compiling necessary documents for bid proposals. Support the preparation of technical and financial bid submissions. Coordinate with different departments to collect required proposal inputs. Track bid submission deadlines and ensure timely submission. General Administrative Support Provide administrative support to management as required. Assist in report generation and internal communication. Manage correspondence and follow up on pending tasks. Support internal teams with any back-office operational needs. Preferred candidate profile We are looking for a detail-oriented and proactive Administrative/Back Office Support professional to assist with administrative, contract, payroll, and vendor management tasks. The ideal candidate should have strong organizational skills and the ability to handle multiple responsibilities efficiently. Must have excellent spoken and written English skills. Must be willing to work few hours during USA work hours when needed. Will be working for our India/Salem entity, BM Associates at Salem. Flexible work schedules will be accommodated. Perks and benefits