Admin & HR Executive

Job Title
Admin & HR Executive
Location
Okhla Industrial Area, New Delhi (with occasional site/vendor coordination)
Reporting To
Director

Role Objective
To manage day-to-day administrative operations and HR functions of the company, ensuring smooth office functioning, employee compliance, vendor coordination, and people operationswhile keeping costs, documentation, and processes under control.

Key Responsibilities
A. Administration
Office & Operations

• Manage office infrastructure, utilities, internet, phones, stationery, pantry, and housekeeping
• Coordinate with landlords, facility vendors, courier agencies, and service providers
• Maintain asset registers (laptops, tools, test equipment, dongles, etc.)

Vendor & Procurement Support

• Coordinate with vendors for office supplies, logistics, travel bookings, and local purchases
• Maintain vendor records, quotations, PO copies, delivery notes
• Support procurement team with documentation follow-ups

Travel & Logistics

• Book travel (air/train/hotel) for project teams and management
• Coordinate local logistics for project material movement
• Maintain travel records and bills for accounts submission

Documentation & Compliance

• Maintain company documents: incorporation, GST, PAN, bank, ISO (if applicable)
• Assist in preparing documents for tenders, client onboarding, vendor registration
• Maintain soft and hard copy filing systems (contracts, NDAs, agreements)

B. Tender Management
Tender Monitoring

• Regularly monitor and track tenders on:
• Government e-Procurement portals (GeM, CPPP, state PWD portals, PSU portals, etc.)
• Client-specific portals and private tender platforms

• Identify tenders relevant to company scope (AV, IT, networking, ELV, turnkey projects)

Tender Documentation Support

• Download and maintain tender documents, BOQs, drawings, amendments, and corrigenda
• Maintain a Tender Tracker Sheet with submission deadlines, EMD, pre-bid dates, and status
• Coordinate internally with engineering, sales, and finance teams for inputs
• Assist in preparation of:
• Company profile
• Statutory documents
• Vendor registrations
• Bank guarantees / EMD coordination (with accounts & bank)

Submission & Compliance

• Support online tender submissions on portals
• Track post-submission activities: clarifications, technical queries, results, LOA
• Maintain archive of submitted tenders for future reference

C. HR Functions
Employee Lifecycle Management

• Assist in hiring coordination: interview scheduling, offer letters, joining formalities
• Maintain employee records
• Manage onboarding & exit formalities

Attendance, Leave & Payroll Support

• Track attendance, leaves, holidays, and work-from-site records
• Coordinate with accounts/payroll consultant for salary processing
• Handle PF, ESIC, gratuity, and statutory data sharing (via consultant)

HR Policies & Discipline

• Implement HR policies (leave, travel, reimbursement, working hours)
• Address routine employee queries and concerns
• Ensure basic workplace discipline and professionalism

Compliance & Statutory Coordination

• Coordinate with external HR/payroll consultants
• Maintain compliance documentation

Skills & Competencies
Must-Have

• Strong organizational and follow-up skills
• Comfortable handling multiple tasks independently
• Good written and spoken English & Hindi
• Proficient in MS Excel, Word, email communication
• Basic understanding of HR processes and office administration

Good to Have

• Experience in engineering / IT / AV / project-based companies
• Familiarity with GST, PF, ESIC, vendor documentation
• Ability to coordinate with technical teams and external consultants

Experience & Qualification

• Education: Graduate (B.Com / BBA / MBA / HR preferred)
• Experience:
• 12 years in Admin / HR / Office Management role
• Experience in small or mid-size company preferred

Personality Fit

• Practical, reliable, and execution-oriented
• Comfortable working directly with team
• Able to handle ambiguity and evolving processes
• Trustworthy and confidential with company data

KPIs / Performance Indicators

• Smooth daily office operations (zero chaos)
• Timely payroll & compliance coordination
• Clean and up-to-date documentation
• Low follow-up burden on founders
• Employee issues resolved efficiently