Job
Description
The Admin Manager serves as the central coordination hub for SolarKraft's office operations, ensuring seamless execution across HR, client services, sales support, and company-wide task monitoring. This high-visibility role demands exceptional organizational skills, proactive communication, and the ability to manage multiple priorities while maintaining high standards of documentation and client satisfaction.
Key Responsibilities
1. HR Team Coordination & Documentation Oversight
Supervise and monitor daily activities of the HR/Admin team to ensure timely completion of all assigned tasks.
Review and verify accuracy of all HR documentation including employee files, attendance records, leave applications, payroll sheets, and statutory compliance documents.
Ensure all employee onboarding paperwork (offer letters, contracts, PF/ESI forms, insurance nominations) is complete and properly filed.
Conduct regular quality checks on HR processes and implement standardization across all documentation.
Maintain organized digital and physical filing systems for all employee records and company documents.
Coordinate employee verification processes and maintain up-to-date employee master data.
2. Client Concern Management & Escalation
Serve as the primary point of contact for all client concerns, complaints, and escalations received via phone, email, WhatsApp, or walk-ins.
Log all client concerns in the CRM/tracking system with complete details (client name, project details, concern description, timeline).
Categorize and assign concerns to appropriate teams (Projects, Inventory, Technical, Accounts) with clear deadlines and expectations.
Monitor resolution progress through daily follow-ups and ensure SLAs are met (e.g., 24-48 hours for standard concerns, 4 hours for critical issues).
Update clients proactively on resolution status and obtain formal closure confirmation.
Maintain client concern dashboard and generate weekly reports on resolution TAT, repeat issues, and customer satisfaction.
3. Sales Support & Order Closure
Conduct follow-up sales calls to warm leads generated by marketing campaigns and door-to-door surveys.
Assist sales team in closing orders by addressing pricing queries, explaining technical specifications, and coordinating site visit schedules.
Prepare and send quotations, proposals, and supporting documents (feasibility reports, component datasheets) to prospective clients.
Coordinate with finance for payment collection follow-ups and maintain sales pipeline visibility.
Participate in client meetings as needed to provide operational insights and delivery commitments.
4. Company-Wide Task Monitoring & Weekly Updates
Maintain comprehensive visibility of all ongoing tasks across departments (Projects, Inventory, Sales, HR, Factory).
Track task owners, deadlines, dependencies, and status through daily check-ins and project management tools.
Prepare and circulate weekly company update reports covering:
Project pipeline and completion status
Material inventory levels and critical stock positions
Client concerns status and resolution trends
HR activities (hiring, onboarding, compliance)
Sales pipeline and upcoming commitments
Key achievements, risks, and action items
Flag delays, bottlenecks, or resource constraints to management with proposed solutions.
Facilitate cross-departmental coordination to resolve operational roadblocks.
5. Office Administration & Process Improvement
Oversee general office administration including stationery, vendor coordination, facility maintenance, and housekeeping.
Manage office calendar, meeting room bookings, and visitor coordination.
Implement process improvements for documentation workflows, client communication, and task tracking.
Maintain company SOPs and ensure team compliance with established processes.
Key Skills & Competencies
Exceptional Organizational Skills: Ability to manage multiple priorities, track details, and maintain accuracy under pressure.
Strong Communication: Clear written and verbal communication for client interactions, team coordination, and reporting.
Coordination Expertise: Proven ability to work across departments and drive resolution through effective follow-up.
Documentation Mastery: Meticulous attention to detail with HR and compliance documentation.
Sales Acumen: Persuasive communication skills for lead conversion and order closure.
Tech Savvy: Proficient in Excel, Google Sheets, CRM tools, and basic project management software.
