We are looking for a highly organized, responsible, and people-oriented Admin & Relations Manager to manage the company's day-to-day administrative, HR, client coordination, documentation, and payment follow-up activities.
The role will involve contract preparation, proposal writing, client communication, invoice generation and payment follow-ups, along with key HR responsibilities such as attendance management, payroll coordination, payslip preparation, recruitment, employee management, and leave management.
The ideal candidate should have excellent communication skills, strong documentation abilities, attention to detail, and the ability to coordinate effectively between management, employees, and clients.
Key Responsibilities1. Contract & Documentation Management
- Prepare, draft, format, and maintain client agreements, service contracts, work orders, and related documents.
- Coordinate with management to incorporate commercial terms, scope of work, deliverables, timelines, payment terms, and other requirements into contracts.
- Maintain proper records of executed and pending agreements.
- Track contract renewals, expiry dates, amendments, and required follow-ups.
- Ensure all contractual documents are properly organized and accessible.
2. Proposal & Business Documentation
- Prepare professional business proposals, quotations, presentations, service proposals, and commercial documents.
- Coordinate with management and relevant teams to collect information required for proposals.
- Ensure proposals are accurate, well-structured, professional, and aligned with client requirements.
- Maintain templates and records of previous proposals and quotations.
3. Client Relations & Coordination
- Act as a point of contact for routine administrative and commercial communication with clients.
- Maintain professional relationships with existing and prospective clients.
- Coordinate with internal teams to ensure timely responses to client requirements.
- Follow up with clients regarding pending approvals, documents, proposals, contracts, invoices, and payments.
- Maintain proper records of client communication and commitments.
4. Invoice Generation & Payment Follow-Up
- Generate and issue client invoices based on approved proposals, contracts, milestones, or agreed payment schedules.
- Maintain an updated invoice tracker with invoice numbers, dates, amounts, due dates, and payment status.
- Follow up professionally with clients regarding pending and overdue payments.
- Coordinate with management/accounts team regarding outstanding receivables.
- Maintain records of payment confirmations and supporting documents.
- Share payment reminders and statements of outstanding amounts when required.
5. HR & Employee Administration
- Maintain accurate employee records, personnel files, joining documents, and HR documentation.
- Manage daily employee attendance and attendance records.
- Monitor late coming, absences, permissions, and other attendance-related matters.
- Manage and maintain the employee leave management system.
- Track leave balances, approvals, and leave records.
- Coordinate employee onboarding and joining formalities.
- Manage employee documentation, policies, forms, and internal records.
6. Payroll & Payslip Management
- Collect and verify monthly attendance and leave data required for payroll processing.
- Coordinate monthly salary/payroll preparation with management or the accounts/payroll team.
- Prepare and distribute employee payslips.
- Maintain accurate salary records, deductions, incentives, leave adjustments, and other payroll-related information.
- Ensure payroll-related documentation is maintained confidentially and accurately.
- Address routine employee queries related to attendance, leave, salary, and payslips.
7. Recruitment & Hiring
- Coordinate the end-to-end recruitment process for various positions.
- Prepare and publish job descriptions and recruitment requirements.
- Source and screen suitable candidates through job portals, social media, referrals, and other channels.
- Schedule interviews and coordinate communication between candidates and management.
- Maintain candidate databases and recruitment records.
- Coordinate offer letters, joining documentation, and onboarding activities for selected candidates.
8. Employee Management & Relations
- Serve as a bridge between management and employees for routine administrative and HR matters.
- Maintain a positive and professional workplace environment.
- Address employee concerns and coordinate with management for appropriate resolution.
- Communicate company policies, procedures, announcements, and internal instructions.
- Monitor employee documentation and compliance with internal procedures.
- Support employee engagement and internal coordination activities.
9. General Administration
- Manage day-to-day office administration and operational coordination.
- Maintain important company records, registers, files, and digital documentation.
- Coordinate office requirements, vendors, service providers, and administrative activities when required.
- Schedule meetings and maintain calendars for management when necessary.
- Prepare internal reports, trackers, and administrative summaries.
- Ensure important deadlines, renewals, payments, and documentation requirements are tracked and followed up.
Required Skills & Qualifications
- Bachelor's degree in Business Administration, Human Resources, Commerce, Management, or a related field.
- Previous experience in Administration, HR, Client Relations, Operations, or a similar role.
- Strong written and verbal communication skills.
- Excellent English drafting and documentation skills.
- Ability to prepare professional contracts, proposals, quotations, invoices, and business correspondence.
- Good understanding of HR administration, attendance, payroll, leave, and recruitment processes.
- Strong follow-up and client relationship management skills.
- Good knowledge of MS Office / Google Workspace, particularly Word/Docs and Excel/Sheets.
- Strong organizational and time-management skills.
- High attention to detail and accuracy.
- Ability to handle confidential employee and company information responsibly.
- Ability to multitask and manage multiple deadlines simultaneously.
Pay: ₹15,000.00 per month
Work Location: In person
