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