Job Description

Posted On : - 11 January 2024
Industry : - Water Treatment / Waste management
Functional Area : - Administration & Facilities
City : - Pune
Maximum Salary : - 900000 / Year
Total Positions : - 1


HR Administration support

Provide administrative support to the HR/Payroll Officer.

Ensure personnel records are maintained in line with audit procedures, and records management policies and procedures.

Provide ad-hoc administrative and recruitment support as requested by HR up to and including updating forms and document, data entry into the HRIS, posting job advertisements, reference checks.

Accurately and confidentially maintain the HRIS system including data entry.

Advertising job vacancies in an accurate and timely manner.

Records are updated in a timely and accurate manner to reflect all current information and legislative requirements.

Office Management and Administration

Conducting safety induction and joining formalities for new hires.

Maintaining the inventory of all IT infrastructure and equipment issued to employees and contractors.

Ensure office areas and kitchen is kept generally clean and tidy, arrange for additional cleaning help when required.

Ensure invoices are actioned within deadlines.

Manage housekeeping and security agency personnel.

In conjunction with accounts manage and process expenses.

Support Pune Management in managing the leave and attendance of all employees.

Prepare meeting agendas and take minutes,

Job Requirement

Prepare reference lists of registers, network folders.

Prepare documentation according to standards, faxes and orders for Customers, Suppliers and other stakeholders.

Encourage and support new staff members during the Onboarding process.

Maintain reception, general staff and kitchen areas.

Collect, sort, distribute and post incoming and outgoing mail on a daily basis.

Organise couriers and deliveries as required.

Coordinate in-house events and training

Coordinate travel arrangements including accommodation for staff, new staff and candidates

Process uniform order requests for new and existing staff in a timely manner

Assist with raising purchase orders via Navision and process invoices in accordance with company policy and procedures.

Assist with Cab charge management and monthly reconciling. All necessary paperwork is completed accurately, in a timely manner and filed accordingly.

Confidential handling practices are adhered to

Assist with accurate stock management by ordering stationery, uniforms and staff amenities as required.

Support events and key client meetings by arranging catering, ensuring meeting rooms are tidy and available.

Utilise systems to generate accurate and high-quality documents for business purpose as instructed.

Reception Management

Attend to telephone calls, in-person queries and relay messages/voicemails to appropriate employees or departments.

Visitors are greeted and phone calls are answered proficiently, attentively and professionalism is preserved.

Direct emails to relevant employees or respective departments as appropriate (especially sales or RFQs).

Ensure all visitors are signed-in, have a visible identification tag displayed, are safety inducted and re- inducted after a 3-month duration for WHS compliance.

Communicate and coordinate with onsite administrators when reception backup is required

Ensure confidentiality is maintained at all times.

Relevant qualifications or equivalent practical experience in administration

Minimum 10 years in handling office administration activities of professional companies

Should have working experience in an MNC.

Previous experience of using HRIS systems. &
Experience with Navision (or alternative) ERP system

Required Knowledge, Skills, and Abilities
Experience : - 10-15 Years
Education : - Other Graduate
Skills : - Admin,Administration,Ms-office,Documentation,Front Office,Receptionist,Reception,Office Admin,Office Administration