Assistant Manager - Human Resources & Administration

PRINCIPAL ACCOUNTABILITIES

Administrative support

- Verify daily attendance records of employees, contract labour, and support staff.

- Coordinate with HR and department heads to resolve attendance discrepancies.

- Maintain attendance registers and supporting documentation for payroll processing.

- Ensure timely submission of attendance reports as per company timelines.

- Identify requirements for housekeeping consumables and office stationery.

- Obtain quotations from local vendors and ensure procurement in accordance with

company policies.

- Monitor inventory levels and replenish stock to avoid shortages.

- Maintain purchase records, stock registers, and vendor details.

- Manage the site imprest account for routine operational expenses

- Maintain proper records of cash utilization and supporting vouchers.

- Prepare imprest reimbursement statements with complete documentation.

- Ensure compliance with financial controls and company accounting procedures.

- Monitor and record all corporate credit card transactions.

- Collect bills, invoices, and receipts for every expense.

- Reconcile monthly credit card statements with supporting documents.

- Coordinate with the Finance department for timely settlement and reporting.

- Prepare purchase requisitions and coordinate for Purchase Order (PO) generation.

- Maintain a tracker of all issued Purchase Orders.

- Follow up with vendors for timely delivery of goods and services.

- Coordinate with Finance for invoice matching and payment processing.

- Coordinate printing of letterheads, envelopes, business cards, registers, forms, and other

office stationery.

- Ensure adherence to corporate branding guidelines.

- Monitor stationery consumption and maintain adequate inventory.

- Liaise with printing vendors for quality and timely delivery.

- Coordinate with transport vendors for employee and official transportation.

- Schedule vehicles as per business requirements.

- Verify driver attendance, duty schedules, and vehicle logbooks.

- Ensure proper documentation for fuel, tolls, maintenance, and invoice processing.

- Monitor vehicle utilization and compliance with safety standards.

- Monitor compliance with labour laws applicable to contract workers.

- Verify contractor statutory documents including PF, ESIC, labour licenses, wage

registers, and insurance records.

- Conduct periodic compliance checks before processing contractor bills.

- Coordinate with contractors to address compliance gaps.

- Maintain records of all Gram Panchayat taxes and NA tax obligations.

- Coordinate with local authorities for assessments and renewals.

- Ensure timely payment to avoid penalties.

- Maintain supporting documentation for audit purposes.

- Liaise with Tahsildar, Zilla Parishad (ZP), and other government departments.

- Follow up on approvals, permissions, certificates, and documentation.

- Represent the organization for routine administrative matters.

- Maintain records of all official correspondence.

- Coordinate with Forest Department officials for statutory permissions and clearances.

- Follow up on applications, inspections, and compliance requirements.

- Maintain documentation related to forest permissions and communications.

- Ensure adherence to environmental regulations applicable to the site.

- Coordinate CSR initiatives with NGOs, local communities, and stakeholders.

- Assist in planning and execution of CSR programs.

- Maintain records of CSR activities, budgets, and reports.

- Monitor project progress and prepare periodic status updates.

- Supervise maintenance of office landscaping, gardens, fencing, and common areas.

- Coordinate with gardeners, maintenance contractors, and vendors.

- Ensure cleanliness, aesthetics, and upkeep of administrative premises.

- Monitor maintenance expenses and contractor performance.

- Plan and schedule annual health check-up programs for employees.

- Coordinate with hospitals, diagnostic centres, and medical service providers.

- Maintain employee participation records.

- Ensure timely submission of reports to HR while maintaining confidentiality.

- Verify vendor invoices against Purchase Orders, Goods Receipt Notes (GRNs), and

supporting documents.

- Ensure invoices comply with company policies and statutory requirements.

- Coordinate with Finance for timely processing and payment.

- Maintain invoice tracking records and resolve discrepancies.

- Supervise deployed security personnel and security service providers.

- Monitor access control, visitor management, and incident reporting.

- Ensure implementation of security procedures and emergency protocols.

- Verify security attendance, deployment schedules, and invoices.

- Coordinate dispatch and receipt of official documents, parcels, and confidential

materials.

- Maintain courier registers and tracking records.

- Liaise with courier agencies for timely delivery.

- Ensure proper documentation of inward and outward correspondence.

- Assist in identifying and negotiating hotel accommodations for employees and visitors.

- Coordinate hotel bookings, transportation, and related administrative requirements.

- Maintain records of hotel agreements and negotiated rates.

- Provide logistical support for official visits and meetings.

- Coordinate with local landowners, government authorities, contractors, and internal

stakeholders regarding ROW matters.

- Assist in documentation, approvals, and issue resolution.

- Track the status of pending ROW cases and prepare progress reports.

- Support project teams to minimize delays arising from ROW issues.

- Provide administrative support for site operations as required.

- Coordinate events, meetings, inspections, and official visits.

- Maintain administrative records, registers, and reports.

- Ensure compliance with company policies and administrative procedures.

- Perform any other duties assigned by management to support smooth and efficient site

operations.

- Identify, evaluate, and onboard local service providers.

- Monitor vendor performance against service level agreements (SLAs).

- Resolve vendor-related issues and ensure timely renewal of contracts.

- Ensure smooth functioning of office infrastructure, utilities, and common facilities.

- Coordinate maintenance of electrical, plumbing, Aircon, and civil works.

- Schedule preventive maintenance activities.

- Manage company guest houses and employee accommodations.

- Coordinate housekeeping, maintenance, and occupancy.

- Ensure availability of essential amenities.

- Maintain records of office furniture, IT assets, equipment, and administrative assets.

- Conduct periodic physical verification.

- Coordinate repairs, transfers, and disposal of obsolete assets.

- Supervise housekeeping personnel and contractors.

- Ensure cleanliness and hygiene standards across the office and site.

- Conduct routine inspections and implement corrective actions.

- Organize internal meetings, management visits, audits, and training sessions.

- Arrange meeting rooms, refreshments, logistics, and accommodation.

- Coordinate company events and employee engagement activities.

- Maintain administrative files, ROW documents & agreements, licenses, permits, and

statutory records.

- Ensure proper document control and secure record retention.

- Facilitate document retrieval during audits.

- Support internal, statutory, and external audits.

- Prepare and submit administrative documents and records.

- Ensure timely closure of audit observations related to administration.

- Coordinate insurance renewals for company vehicles, assets, and properties.

- Assist in claim processing and documentation.

- Maintain insurance policy records.

- Maintain emergency contact lists and evacuation plans.

- Coordinate emergency response arrangements.

- Support mock drills and emergency preparedness initiatives.

- Maintain cordial relationships with local government bodies, police, electricity board,

forest authorities, and other regulatory agencies.

- Facilitate statutory approvals and administrative clearances.

- Coordinate welfare initiatives such as transportation, canteen services, uniforms,

drinking water, sanitation, and recreational facilities.

- Address employee administration-related concerns.

- Promote waste management, recycling, water conservation, and energy-saving practices.

- Support implementation of ESG and sustainability initiatives at the site.

- Ensure administrative compliance with company policies, statutory requirements, and

ISO management systems (e.g., ISO 9001, ISO 14001, ISO 45001).

- Maintain compliance records and support periodic reviews.

Statutory Compliance

Handle compliance for all Renewables (Wind & Solar) (currently 12 Wind & 5 Solar )

SKILLS AND KNOWLEDGE

Educational Qualifications

• Graduate in any discipline.

Functional Skills

• Understanding of operations / key processes of HR & Admin.
• Understanding of statutory compliance, labor compliance for sites.
• People management and interpersonal skills.
• Communication skills

Relevant and total years of Experience

• Having total 4 to 6 years of experience