Key Responsibilities
Office Administration
- Lead and manage day-to-day office administration and operations.
- Develop and implement Standard Operating Procedures (SOPs).
- Supervise office facilities, housekeeping, security, reception, transportation, and support staff.
- Manage office assets, equipment, maintenance, and annual maintenance contracts (AMCs).
Policy Development
Develop, implement, and periodically review company policies, including:
- Administration Policy
- HR Policy
- Procurement & Purchase Policy
- Vendor Management Policy
- IT & Cyber Security Policy
- ERP & CRM Policy
- Document Control Policy
- Asset Management Policy
- Attendance & Leave Policy
- Travel Policy
- Confidentiality & Data Protection Policy
- Health, Safety & Workplace Policy
- Ethics & Anti-Bribery Policy
ERP & CRM Management
- Lead ERP and CRM implementation and continuous improvement.
- Maintain project, client, vendor, employee, inventory, quotation, tender, billing, and payment databases.
- Develop MIS reports, dashboards, KPIs, and management reports.
- Ensure data accuracy, process automation, and timely reporting.
Statutory Compliance & Licences
- Maintain all statutory registrations, licences, and renewals.
- Coordinate compliance related to GST, MSME, Shops & Establishment, Professional Tax, EPF, ESIC, Trade Licence, Digital Signature Certificates (DSC), and other applicable regulatory requirements.
- Maintain a compliance calendar and ensure timely submissions.
ISO & Quality Management
- Coordinate implementation and maintenance of ISO Management Systems (ISO 9001, ISO 14001, ISO 45001 or equivalent).
- Manage document control, internal audits, corrective actions, risk registers, quality records, and external audit coordination.
Document & Records Management
- Maintain engineering, project, legal, commercial, and administrative documentation.
- Control revisions, correspondence, work orders, agreements, contracts, tender documents, and confidential records.
Vendor & Procurement Management
- Develop and evaluate vendors.
- Manage purchase requests, purchase orders, service contracts, rate agreements, and vendor performance.
- Coordinate office procurement and inventory control.
IT & Infrastructure
- Coordinate software licence management, Microsoft 365, engineering software licences, email administration, data backup, cloud storage, NAS, antivirus, and user access management.
- Coordinate office networking, CCTV, biometric attendance, printers, plotters, UPS, internet, and other IT infrastructure.
HR Administration Support
- Coordinate employee onboarding, documentation, attendance, leave records, personnel files, ID cards, training records, and exit formalities.
Project Administration
- Support project planning, resource allocation, documentation, drawing submissions, consultant coordination, client correspondence, and project progress monitoring.
Finance & Business Support
- Coordinate vendor bills, office expenses, petty cash, invoice tracking, payment follow-ups, budgeting, and cost control with the Accounts Department.
Tender & Business Support
- Maintain tender registers, quotation registers, submission schedules, EMD/BG records, corrigendum tracking, and pre-bid documentation.
Reporting
Prepare daily, weekly, and monthly reports covering:
- Office Operations
- Compliance Status
- Project Status
- Tender Status
- Employee Attendance
- Vendor Performance
- Inventory
- Payment Follow-up
- Management Information System (MIS)
- KPI Dashboard
Required Qualifications
- Bachelor's or Master's degree in Business Administration, Management, Commerce, or a related field.
- 8–15 years of experience in Administration, Compliance, or Office Management.
- Experience in Engineering Consultancy, Architecture, Infrastructure, Construction, EPC, or Project Management organizations will be preferred.
Required Skills
- Office Administration
- Policy Development
- ERP & CRM Management
- ISO Management Systems
- Statutory Compliance
- Vendor Management
- Documentation Control
- Facility Management
- Team Leadership
- MIS Reporting
- Advanced Microsoft Excel, Word, and PowerPoint
- Excellent communication and organizational skills
Key Performance Indicators (KPIs)
- 100% statutory compliance and licence renewals on time.
- Accurate ERP/CRM data management.
- Successful ISO audit compliance.
- Timely MIS and management reporting.
- Efficient office operations and cost control.
- High standards of document management and administrative support.
Job Type: Full-time
Pay: ₹30,000.00 - ₹35,000.00 per month
Work Location: In person
