Administration Officer

JOB DESCRIPTION

Position: Officer Administration, Accounts & Data Entry

Department: Administration / Finance & Accounts
Designation: Admin Officer – Accounts & Data Entry
Reporting To: AGM – Corporate Quality Assurance & Head Office Operations / Designee & Management
Location: Head Office
Employment Type: Full-Time

1. JOB PURPOSE

To support day-to-day office administration, accounts-related data entry, documentation, record maintenance and coordination activities, ensuring accuracy, timely completion and proper maintenance of confidential company records.

2. KEY RESPONSIBILITIES

A. Accounts & Data Entry

• Enter and maintain accounting, purchase, sales, expense and other financial data in Tally/ERP/Accounting Software and MS Excel.
• Prepare and maintain payment, receipt, expense and other accounting-related records.
• Assist in preparation and checking of invoices, vouchers, debit/credit notes and supporting documents.
• Verify data entered against source documents and ensure accuracy and completeness.
• Maintain petty cash records and assist in routine cash/expense reconciliation.
• Assist Accounts team in preparation of statements, schedules and MIS reports.
• Maintain vendor/customer master data and update records as authorized.
• Assist in reconciliation of invoices, payments and outstanding balances.
• Scan, file and maintain soft copies and physical records of accounting documents.

B. Administration

• Handle routine office administration and documentation activities.
• Maintain office files, registers, records and correspondence.
• Coordinate with internal departments, vendors, service providers and other external parties for routine administrative matters.
• Assist in office stationery, consumables and other administrative requirements.
• Maintain records of office expenses, bills, quotations and service-related documents.
• Support travel, courier, dispatch and other office coordination activities.
• Assist in maintaining employee-related administrative records, wherever required.
• Ensure proper filing and retrieval of documents.

C. MIS & Reporting

• Prepare routine daily/weekly/monthly MIS reports as assigned.
• Maintain Excel-based trackers, databases and registers.
• Support management with accurate and timely data for decision-making.
• Identify discrepancies in data/documents and report them to the concerned person.

D. Documentation & Compliance

• Ensure proper documentation and traceability of records.
• Maintain confidentiality of financial, commercial, employee and company information.
• Follow applicable company SOPs, policies and administrative procedures.
• Ensure documents are properly authorized before processing.
• Support internal/external audits by providing required records and documents under supervision.

3. REQUIRED SKILLS

• Good working knowledge of MS Excel, MS Word and email communication.
• Working knowledge of Tally/ERP/Accounting Software.
• Good typing and data-entry skills with high accuracy.
• Basic understanding of accounting principles, invoices, vouchers and reconciliations.
• Good documentation and filing skills.
• Ability to maintain confidentiality of company information.
• Good coordination and communication skills.
• Ability to handle multiple routine tasks within defined timelines.
• Attention to detail and numerical accuracy.

4. EDUCATIONAL QUALIFICATION

Minimum: Any Graduate / B.Com preferred.

Candidates with qualifications such as B.Com, BBA, M.Com or equivalent with relevant experience may be considered.

5. EXPERIENCE

Preferred Experience: 2–4 years in Administration, Accounts Data Entry, Back Office, MIS or similar role.

Experience in pharmaceutical/manufacturing/healthcare companies will be an added advantage.

6. PERSONAL ATTRIBUTES

• Honest and trustworthy.
• Systematic and organized approach to work.
• Strong attention to detail.
• Good discipline and punctuality.
• Willingness to learn and take responsibility.
• Ability to work independently as well as coordinate with different departments.
• Professional conduct and appropriate workplace etiquette.

7. KEY PERFORMANCE INDICATORS (KPIs)

• Accuracy of accounting and data entries.
• Timely completion of assigned reports and documentation.
• Accuracy and completeness of records.
• Timely processing and filing of invoices/vouchers/documents.
• Maintenance of updated administrative records.
• Compliance with company procedures and reporting requirements.
• Responsiveness and coordination with internal/external stakeholders.

8. AUTHORITY & LIMITATIONS

The position shall perform activities within the authority delegated by Management. The employee shall not independently approve payments, financial transactions, purchase commitments, accounting adjustments or confidential documents unless specifically authorized by Management.

9. CONFIDENTIALITY

The employee shall maintain strict confidentiality of all company information, including financial data, employee records, customer/vendor information, commercial information, passwords, documents and other confidential business information, and shall not disclose or share such information without proper authorization.

10. GENERAL

The above responsibilities are indicative and not exhaustive. Management may assign additional duties and responsibilities related to Administration, Accounts, MIS, Documentation and Data Entry based on organizational requirements.