Key Responsibilities:

1. Onboarding Coordination:

o Oversee the entire onboarding process for new employees, from pre-joining documentation to the first day of work.

o Coordinate with HR to ensure that all necessary work is completed prior to the new hire's start date.

o Prepare and organize new hire kits, which may include Company Brochure, office supplies, laptop/computer setup/Mobile/Sim/Skype id/Email id’s etc.

2. Induction and Orientation:

o Schedule and facilitate new employee orientation sessions, introducing them to the company culture, policies, and key personnel.

o Provide new hires with a tour of the office, explaining facilities and workspaces.

o Ensure new employees are introduced to relevant departments and teams, and assist them in understanding their role and responsibilities.

3. System Access and Account Setup:

o Coordinate with IT and other relevant departments to ensure that new employees are set up with necessary system access (email, software, internal tools, etc.).

o Assist new hires with logging into company systems, setting up accounts, and familiarizing them with company platforms.

Communication and Follow-up:

o Send new joiner email to all staff with details regarding their first day (schedule, designation, reporting person, office location, etc)

o Follow up with new hires during their first week to ensure a smooth transition and address any concerns they may have.

Employee Records Management:

o Maintain up-to-date records of all recent employee documentation, including signed contracts, and required documents.

o Ensure that all new hire records are compliant with company policies and legal requirements.

Feedback and Improvement:

o Collect feedback from new employees on their onboarding experience and suggest improvements to HR or management.

o Assist in improving onboarding materials and processes to create a more efficient and welcoming experience for future hires.

Appointment Letter Preparation:

o Prepare and draft appointment letters for new employees across all branches.

o Ensure that all required information (e.g., job title, salary, joining date, terms and conditions) is accurately reflected in the appointment letters.

o Tailor appointment letters to meet specific requirements for different branches, if necessary, while adhering to company-wide standards.

Coordination with HR & Branch Managers:

o Coordinate with the HR department and branch managers to confirm the details of new hires, ensuring that all necessary information is included in the appointment letter.

o Ensure that the appointment letters align with company policies, job roles, and branch-specific guidelines.

Issuing Appointment Letters:

o Distribute appointment letters to new employees in a timely manner, both physically and digitally, depending on the branch's location and the employee’s preference.

o Ensure that appointment letters are signed by authorized personnel and returned for documentation and filing.





o Track the issuance of appointment letters to ensure that they are sent out on time and any delays are addressed promptly.

Repair and Maintenance Scheduling:

o Coordinate with internal departments to identify the need for repair work and ensure that vendors are scheduled accordingly.

o Oversee the scheduling of repairs and maintenance, ensuring minimal disruption to the daily operations of the office.

o Ensure that all repair work is completed in a timely manner, following agreed-upon deadlines.

Monitoring Repair Work:

o Supervise and monitor the progress of repair and maintenance work to ensure that it is completed to the required standard and in a timely fashion.

o Conduct periodic inspections to confirm that repairs meet company quality standards and safety regulations.

o Address any delays or issues with the vendors to avoid further disruptions.

 Inventory Tracking and Control:

o Maintain accurate and up-to-date records of stock inventory, including office supplies, materials, and equipment.

o Monitor stock levels to ensure sufficient quantities are available for day-to-day operations.

o Conduct regular physical stock counts and reconcile discrepancies between physical stock and recorded data.

o Implement stock rotation systems to minimize waste and ensure the proper use of resources.

o Coordinate with suppliers to ensure timely delivery of stock and resolve any issues related to orders or shipments.

o Ensure the efficient distribution of stock across various departments based on their needs and usage patterns.

o Allocate inventory to internal departments and ensure they receive the materials or products in a timely manner.

o Maintain clear records of stock distribution to track usage by different departments.

Cost Control and Budgeting:

o Track and manage stock-related expenses, ensuring adherence to the department’s budget.

o Help identify opportunities for cost savings, such as bulk ordering, negotiating better prices, or reducing waste.

o Report any budget discrepancies to senior management and recommend corrective actions.

o Maintain proper documentation for stock transactions, including purchase orders, invoices, delivery receipts, and inventory logs.

o Ensure all inventory records are properly filed and accessible for auditing and future reference.

o Maintain up-to-date records for compliance and reporting purposes.

Asset Tracking & Maintenance:

o Maintain an up-to-date register of all company assets (e.g., PCs, laptops, mobile phones, SIM cards, etc.).

o Record and track asset serial numbers, model details, condition, location, and assigned employees.





o Update and monitor the asset management system or spreadsheet regularly.

o Assist in the allocation of new assets to employees and ensure proper documentation.

o Conduct periodic physical audits to verify the accuracy of asset records.

o Manage the disposal of old or unused assets in accordance with company policies.

o Generate and maintain regular reports on asset allocation, usage, and status.

o Keep records of all asset transfers, returns, and repairs.

o Prepare and submit periodic asset status reports to management.

Backup Systems:

o Regularly back up critical documents, files, and data using secure cloud storage or physical storage devices/Hard disk etc.

o Ensure that backup systems are properly functioning and up-to-date, conducting routine checks to prevent data loss.

o Implement an organized backup schedule for daily, weekly, and monthly document backups, ensuring comprehensive protection for all critical information.

 Disaster Recovery Planning:

o Develop and implement backup and disaster recovery plans to ensure that office documentation is recoverable in the event of data loss or hardware failure.

o Test and evaluate recovery plans periodically to ensure quick and efficient document restoration during emergencies.

o Collaborate with various departments to ensure all important documents are backed up and stored appropriately.

o Assist team members with retrieving documents and files from the backup system when necessary.

o Notify relevant departments or personnel about important document updates, changes, or backups completed.

Courier Dispatch

o Manage and oversee the dispatch of all outgoing parcels, documents, and packages.

o Receive incoming parcels, packages, or documents, ensuring accurate logging and delivery to the correct department or recipient.

o Monitor courier costs and manage the budget allocated for courier services.

o Seek the most cost-effective courier services without compromising on the quality or reliability of delivery.

o Assist in negotiating rates and terms with courier companies when necessary.

o Coordinate with internal teams to ensure proper packaging and documentation for all outgoing shipments.

o Liaise with external courier companies to arrange for timely collection and delivery of items.

o Track shipments and maintain communication with courier services to ensure on-time delivery.

o Follow up with courier services for any delays or issues with deliveries and resolve them efficiently.

o Prepare regular reports on courier activity, including any delays or incidents that may impact the delivery schedule.

o Ensure that delivery and dispatch logs are up-to-date and properly filed for future reference.

Support Other Administrative Tasks:

o Assist in cross-departmental administrative tasks and contribute to the overall operational efficiency of the office.

o Provide backup support to other administrative staff when needed.

Pay: ₹20,000.00 - ₹30,000.00 per month

Work Location: In person

📌 Administration Assistant (India)
🏢 Falcon Multi Services
📍 India