Admin & HR Executive

KAIECHI ENGINEERING PVT. LTD.
Admin & HR Executive

Job Title: Admin & HR Executive - Excel, Attendance & Expense Management

Company: Kaiechi Engineering Pvt. Ltd.

Location: Changodar, Ahmedabad, Gujarat

Employment Type: Full-time, Permanent | Work Mode: On-site

Working Schedule: Monday to Saturday, 10:00 AM to 7:00 PM

Salary: Based on experience and skills

Job Description
We are hiring an Admin & HR Executive to handle daily office, factory and site administration, with strong ownership of Excel records, attendance, employee expenses and advances, site documentation, transport
arrangements and payment-status reporting.

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
Graduate in Commerce, Business Administration or a related discipline preferred.

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
Kaiechi Engineering Pvt. Ltd. provides industrial engineering, manufacturing and project execution services, including conveyor systems, structural fabrication, utility piping, equipment installation, electrical works and site execution.