Admin Assistant​/Executive

Position: Admin Assistant / Executive
Job Summary
The Admin Executive is responsible for supporting day-to-day administrative, HR coordination, and operational activities to ensure smooth office functioning. The role involves travel coordination, billing support, HR administration, employee engagement activities, asset tracking, and maintaining accurate records and MIS reports.

Key

Roles & Responsibilities
1.
Travel & Ticketing Coordination
Booking train tickets (including Tatkal) as and when required for employees.
Coordinating travel-related documentation and confirmations.
Preparing, maintaining, and organizing train ticket bills and supporting documents for records and reimbursement.

2.
Billing & Accounts Coordination
Processing administrative and travel-related bills in the system.
Performing bill entry, coordination for approvals, and follow-up for payment processing with Accounts.
Maintaining proper documentation and audit-ready records for all processed bills.

3.
HR Operations & Employee Lifecycle Support
Assisting in pre-joining and post-joining processes, including documentation and coordination.
Maintaining and updating employee files, recruitment records, and HR documentation.
Supporting HR in recruitment coordination and maintaining HR MIS sheets.
Coordinating with candidates for interviews, joining formalities, and follow-ups.

4.
Employee Engagement & Culture Initiatives
Organizing and coordinating employee engagement activities, including:
Birthdays
Work anniversaries
Farewells
Internal celebrations and small office events
Supporting HR initiatives aimed at improving employee morale and workplace culture.

5.
Asset & Inventory Management
Maintaining records of laptops, mobile phones, and other assets allocated to employees.
Coordinating asset allocation for new joiners and ensuring proper handover documentation.
Tracking return of assets during employee exits.
Maintaining stock of joining kits, anniversary gifts, and HR inventory items.

6.
Administrative & Office Support
Supporting day-to-day office administrative activities as assigned.
Coordinating with internal teams and vendors for smooth operations.
Ensuring accurate record-keeping and timely completion of assigned tasks.

Skills & Competencies
Strong organizational and coordination skills
Attention to detail and documentation accuracy
Good communication and follow-up skills
Ability to multitask and prioritize work
Proficiency in MS Excel, Word, Google Sheets, and basic HR/admin systems
Discretion and confidentiality in handling employee information

Qualifications & Experience
Bachelor’s degree in Commerce, Business Administration, or related field
1–3 years of experience in Administration / HR Support / Office Operations
Prior experience in billing, HR coordination, or asset management is an advantage

Key Performance Indicators (KPIs)
Accuracy and timeliness of ticket bookings and bill processing
Updated HR MIS and employee records
Smooth onboarding support and asset allocation
Effective execution of employee engagement activities
Compliance with documentation and internal processes