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 productive 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

📌 Assistant Manager - Human Resources & Administration (India)
🏢 Apraava
📍 India