Job Details
Job Description
1. Administrative Responsibilities
Office Support: Handle daily office operations such as managing front desk tasks, supplies, courier dispatch, and filing systems.
Facility Oversight: Assist in maintaining office infrastructure, organizing maintenance schedules, and managing vendor visits.
Document Management: Maintain and update company records, licenses, agreements, and employee files in physical and digital formats.
Procurement Assistance: Support the procurement process by collecting quotations, preparing purchase orders, and maintaining stock records of office and site materials.
Vendor Coordination: Communicate with suppliers and service providers for order follow-up, service delivery, and issue resolution.
Logistics Support: Assist in travel arrangements, accommodation booking, and transportation logistics for staff and project team members.
2. Accounts Responsibilities
Basic Bookkeeping: Record day-to-day transactions including data entry in Tally or accounting software.
Invoice Processing: Assist in preparing and verifying bills, vendor invoices, and payment vouchers.
Petty Cash Handling: Maintain petty cash register, perform regular reconciliation, and ensure proper documentation.
Banking Tasks: Prepare cheques, deposit slips, and assist in maintaining bank reconciliations.
Tax & Compliance Assistance: Support in preparing TDS, GST documentation and coordinating with consultants for returns.
Expense Reporting: Collect, verify, and file expense claims and reports from staff or project sites.
3. Project Coordination Responsibilities
Project Documentation: Maintain proper filing of project-related documents like work orders, invoices, delivery notes, and site progress reports.
Site Coordination: Act as a communication link between the office and site teams for materials dispatch, attendance, equipment status, etc.
Task Tracking: Update simple task trackers or Excel sheets to monitor timelines, material movement, and project progress.
Vendor & Contractor Support: Follow up with vendors and subcontractors for timely deliveries, payment documents, and service reports.
Meeting Support: Help schedule project meetings, prepare meeting minutes, and circulate action item summaries.
Report Preparation: Assist in preparing and submitting daily/weekly reports on project status, expenditure, or logistics.
Job Requirement:
Ø Diploma / Bachelor’s degree in Business Administration, Accounting, Finance, or a related field.
Ø 2–5 years of experience in a similar role.
Ø Hands-on experience in project coordination, office administration, and basic accounting.
Ø Proficient in MS Office Suite (Word, Excel, PowerPoint, Outlook).
Ø Knowledge of accounting software (e.g., QuickBooks, Tally, SAP).
Ø Understanding of invoicing, bookkeeping, and reconciliation.
Ø Basic knowledge of project lifecycle and document control.
Ø Calendar management, travel arrangements, and meeting coordination.
Ø Drafting letters, emails, and handling office correspondence.
Ø Maintaining files and records efficiently.
Ø Assist in planning and tracking project deliverables.
Ø Liaise between departments, vendors, and clients.
Ø Prepare project reports and maintain timelines.
Ø Strong organizational and time-management skills.
Ø Excellent communication (written and verbal).
Ø Ability to multi-task and work under pressure.