Description

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 effective 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