Administration Executive

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 payrollrelated

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.

o 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 - ₹35,000.00 per month

Work Location: In person