MIS Executive/Office Executive

Job Description MIS Executive/Office Executive (Solid Waste Management)

Designation: MIS Executive

Department: Operations / MIS

Industry: Solid Waste Management / Municipal Waste Management

Reporting To: Manager – Operations / MIS Manager

Job Location: Project Site / Municipal Operations Office

1. Job Summary

The MIS Executive will be responsible for collecting, compiling, verifying, analysing, and maintaining daily operational data for solid waste management projects. The role involves maintaining accurate records of manpower attendance, vehicle deployment, waste collection activities, route performance, fuel consumption, and other operational parameters to support effective project monitoring, payroll processing, and management reporting.

2. Key Responsibilities

A. MIS Preparation and Reporting

• Prepare and maintain daily, weekly, and monthly MIS reports for solid waste management operations.
• Consolidate operational data received from supervisors, zonal teams, vehicle operators, and other project departments.
• Prepare reports on manpower deployment, vehicle utilisation, waste collection, route coverage, and operational performance.
• Submit daily progress reports and monthly performance reports to management within prescribed timelines.
• Maintain records of ward-wise, zone-wise, and project-wise operational activities.

B. Manpower and Attendance Management

• Maintain daily attendance records of Drivers, Helpers, Supervisors, Labourers, and other project employees.
• Coordinate with HR and site supervisors to ensure timely submission of employee joining details, employee codes, attendance, leave, overtime, and weekly-off records.
• Verify attendance data against deployment records and report discrepancies to the concerned department.
• Prepare manpower deployment and absenteeism reports to support workforce planning and salary processing.

C. Vehicle and Fleet MIS

• Maintain records of vehicles deployed for waste collection and transportation, including vehicle numbers, types, and assigned routes.
• Track daily vehicle availability, deployment, breakdowns, downtime, and maintenance status.
• Compile vehicle-wise trip sheets, route completion reports, kilometre readings, and fuel consumption details.
• Coordinate with the fleet, workshop, and operations teams to obtain accurate vehicle performance data.
• Monitor GPS, vehicle tracking, and route-related data wherever applicable.

D. Operational Performance Monitoring

• Compile data related to waste collection, transportation, and disposal activities.
• Maintain ward-wise and zone-wise operational performance records.
• Track daily targets against actual performance and highlight deviations to the reporting manager.
• Maintain records of missed routes, complaints, service delays, and corrective actions.
• Support management in identifying operational gaps through data analysis.

E. Data Verification and Documentation

• Verify the accuracy and completeness of data received from field teams before report submission.
• Maintain organised digital records, supporting documents, and historical MIS reports.
• Ensure timely updating of data in company-prescribed formats, ERP systems, or project portals.
• Follow up with concerned departments for missing, incomplete, or incorrect information.
• Maintain confidentiality and accuracy of employee, vehicle, and project-related information.

F. Coordination and Compliance

• Coordinate with HR, Operations, Accounts, Fleet, Workshop, and Municipal Corporation representatives for data collection and reporting.
• Assist in preparing reports required for client reviews, project audits, contractual compliance, and management meetings.
• Maintain records and supporting data required for monthly billing and service-level agreement (SLA) reporting, wherever applicable.
• Perform other MIS-related duties assigned by the reporting manager.

3. Educational Qualification

• Graduate in any discipline, preferably B.Com., BBA, BCA, or a related field.
• Candidates with a diploma or certification in Computer Applications, MIS, or Data Management will be preferred.

4. Experience

• Minimum 1–3 years of experience in MIS reporting, data management, or operations reporting.
• Experience in solid waste management, transportation, fleet management, logistics, or municipal projects will be an added advantage.
• Freshers with strong Excel skills and good analytical abilities may also be considered.

5. Required Skills and Competencies

• Strong working knowledge of MS Excel, including VLOOKUP/XLOOKUP, Pivot Tables, SUMIF/SUMIFS, COUNTIF, and data validation.
• Proficiency in MS Word, email communication, and report preparation.
• Ability to consolidate large volumes of data and identify discrepancies.
• Knowledge of attendance management systems, ERP software, GPS tracking systems, or Power BI will be an advantage.
• Good coordination, follow-up, analytical, and problem-solving skills.
• High attention to detail and the ability to meet strict reporting deadlines.
• Ability to coordinate with field teams and handle multiple reporting requirements simultaneously.

6. Key Performance Indicators (KPIs)

Performance Parameter

Expected Outcome

Daily MIS submission

Submission within the prescribed deadline

Data accuracy

Minimum 98% accuracy, subject to company standards

Attendance and manpower reporting

Timely and accurate reporting

Vehicle deployment reporting

Complete and verified vehicle-wise data

Data discrepancy resolution

Timely follow-up and closure

Monthly reporting

Submission within the agreed timeline

Record maintenance

Complete and readily accessible documentation

7. Working Conditions

• The position may be based at the project office, municipal operations office, or designated site.
• The role requires regular coordination with field supervisors and operational teams.
• Flexibility may be required to meet daily reporting deadlines and project operational requirements.

8. Desired Candidate Profile

The ideal candidate should be detail-oriented, disciplined, and proficient in Excel-based reporting. The candidate must be capable of coordinating with multiple teams, ensuring the timely collection of operational data, and preparing reliable MIS reports that support manpower planning, fleet utilisation, operational monitoring, and payroll accuracy.