Admin & HR Operations

Overview: To manage day-to-day administrative functions, employee support operations, workplace coordination, and HR activities; to ensure smooth office operations, enhance employee experience, and support organizational compliance and engagement initiatives.

Experience Range: 3 to 5 Years

Key Responsibilities

1. Administration & Office Operations

• Manage overall office administration and daily operational activities.
• Handle office stationery procurement and inventory management.
• Maintain petty cash and track administrative expenses.
• Process purchase invoices and vendor bills.
• Coordinate courier services, including employee exit return couriers.
• Manage office SIM cards, mobile devices, and related documentation.
• Order and maintain office supplies, consumables, groceries, and pantry items.
• Handle office documentation, certificates, and official records.
• Coordinate office signboards, posters, and workplace communication materials.
• Roll out official announcements, daily updates, and company-wide communications.

2. Travel Desk & Employee Coordination

• Arrange employee travel, including flight/train ticket bookings and accommodation.
• Coordinate official lunch/dinner bookings and employee outings.
• Support client visits and hospitality arrangements for internal and external meetings.
• Manage welcome kits, gifts, and event-related distributions.

3. Finance & Expense Coordination

• Process employee reimbursement and expense claims.
• Coordinate insurance claims and documentation.
• Track and manage vendor quotations and payments.
• Ensure timely settlement and recordkeeping of all administrative expenses.

4. Infrastructure & Facility Management

• Monitor office infrastructure and resolve facility-related issues.
• Coordinate maintenance of:
• Fire extinguishers
• Biometric systems
• Intercom systems
• CCTV backups
• Access control systems
• Coffee machines
• Housekeeping and pest control
• Security operations
• Manage office seating arrangements and workplace readiness.
• Support identification and setup of new office spaces.
• Coordinate with Fire & Rescue teams and ensure workplace safety compliance.
• Act as BCP (Business Continuity Plan) Coordinator.

5. IT Asset & Access Management

• Coordinate laptop and monitor allocation for employees.
• Handle employee ID cards and building access cards.
• Provide login credentials and onboarding access support.
• Maintain employee access records and verify access management tools/data.

6. Insurance Management

• Manage employee and company insurance processes, including:
• Group Medical Coverage (GMC)
• Group Personal Accident (GPA)
• Cyber Security Insurance
• Company Insurance
• Coordinate additions, deletions, and policy updates.

7. Social Media & Internal Branding

• Upload and manage company posts on:
• HRMS/keka
• LinkedIn
• Facebook
• Support employer branding and employee engagement initiatives.

8. HR Operations & Employee Lifecycle Management

• Support onboarding and induction activities.
• Handle employee exit formalities and documentation.
• Prepare employee-related letters and HR documents.
• Manage roster planning and skill matrix updates.
• Coordinate employee bank account opening processes.
• Support PMS activities as SPOC.
• Conduct organization-wide coordination for:
• Timesheets
• PMS reminders
• HR announcements
• Employee communications
• Ensure employee support and query resolution.
• Drive employee engagement activities, celebrations, and festival events.
• Assist in policy drafting and HR documentation updates.

Preferred Attributes

• BBA/MBA
• Excellent verbal and written communication skills.
• Office Suite: Word, Excel, and PowerPoint
• High ownership.
• Ability to maintain confidentiality and professionalism.
• Ability to work independently and coordinate with multiple stakeholders and vendors.
• Problem-solving mindset with attention to detail.