JOB TITLE: ADMIN HEAD - ACCOUNTS, HR AND PLANT ADMINISTRATION

Company: Pavitra India Waste Management Pvt. Ltd.

Location: Panki Industrial Area, Kanpur

Job Type: Full-time, In office

Reporting To: Founder / Management

Salary: Based on experience and suitability

WhatsApp No. (phone hidden)

JOB SUMMARY

We are looking for an experienced Admin Head to manage Accounts Coordination, HR Administration, Procurement, Vendor Management, Inventory, Dispatch Documentation, Compliance Tracking and Office/Plant Administration.

Accounts and commercial control will be a major part of this position. The candidate must personally verify bills, payments, outstanding balances, reconciliations, payroll inputs and supporting documents instead of only forwarding records to the accountant or CA.

KEY RESPONSIBILITIES

- Accounts and Commercial Coordination
- Maintain and verify purchase bills, sales invoices, expense vouchers, debit/credit notes and accounting-supporting documents.
- Ensure timely and accurate accounting entries in Tally or ERP.
- Verify vendor bills against PO/work order, agreed rates, material receipt, service confirmation and payment terms.
- Maintain payable, receivable, vendor/customer outstanding and ageing trackers.
- Coordinate cash, bank, petty-cash, employee/vendor advances and periodic reconciliations.
- Prepare payroll inputs based on verified attendance, overtime, leave, deductions and advances.
- Coordinate with the accountant and CA for GST, TDS, bookkeeping, audit and statutory filings.
- Maintain expense and cost summaries for fuel, manpower, repairs, consumables, transportation and other plant expenses.
- Report duplicate bills, unsupported expenses, overdue advances and reconciliation differences to management.
- HR and Manpower Administration
- Coordinate recruitment, job postings, interviews, offers and joining formalities.
- Maintain employee KYC, bank details, appointment letters, NDAs, attendance, leave, shift, overtime and personal files.
- Maintain manpower strength, vacancies, probation, confirmation, training and disciplinary records.
- Coordinate induction, workplace rules and PPE/safety orientation with the concerned plant team.
- Handle resignation, notice period, handover, asset return, clearance and full-and-final coordination.
- Coordinate contractor manpower records, attendance, bills and supporting documents.
- Procurement and Vendor Management
- Obtain quotations and prepare comparative statements covering price, tax, freight, payment terms and delivery.
- Coordinate technical approval with the concerned Chemical, Mechanical, C&I; or Quality department.




- Negotiate commercial terms and coordinate purchase orders or work orders after approval.
- Track material delivery, installation, service visits, warranty and pending commitments.
- Maintain vendor performance records and escalate delays, defects or repeated non-performance.
- Inventory and Dispatch Control
- Maintain administrative control over raw materials, finished products, consumables, spares and general stores.
- Ensure proper inward, GRN, material issue, return, transfer and outward documentation.
- Coordinate physical stock verification and reconcile physical stock with ERP/book stock.
- Report shortages, excess stock, unexplained consumption and documentation gaps.
- Coordinate dispatch with Process, Quality, Stores and Shift teams.
- Verify quality clearance, quantity, weighment, invoice, delivery challan, e-way bill, vehicle and customer details.
- Reconcile dispatch quantities with inventory and sales records.
- Office and Plant Administration
- Manage office and plant administration, security, housekeeping, visitor control, utilities, vehicles and office supplies.
- Maintain records of company assets, allocation, repair, transfer and return.
- Coordinate official travel, accommodation, meetings, interviews, inspections and guest visits.
- Monitor administrative expenses and maintain discipline, cleanliness and professional working standards.
- Founder and Management Coordination
- Maintain a central action tracker for all management instructions.
- Record the responsible person, priority, deadline, status, dependency and next action.
- Follow up until each task is completed and verified.
- Prepare meeting minutes and escalate delayed or critical matters.
- Ensure that important tasks do not remain dependent only on verbal communication or WhatsApp messages.
- Compliance and Document Control
- Maintain a compliance calendar for licences, insurance, labour records, pollution-control documents, EPR and other applicable requirements.
- Coordinate documentation with the CA, CS, legal counsel, consultants and technical departments.
- Track renewals, submissions, notices, inspection records and statutory deadlines.
- Maintain systematic physical and digital filing of accounts, HR, vendor, inventory, dispatch and compliance documents.




- Ensure confidentiality and controlled access to employee, financial and commercial information.
- MIS and Management Reporting
- Prepare Daily, Weekly and Monthly MIS covering manpower, accounts, purchases, vendors, inventory, dispatch and compliance.
- Maintain ageing reports for payables, receivables, advances, open POs and pending management actions.
- Highlight delays, risks and exceptions instead of only forwarding raw data.
- Provide management with accurate and decision-ready reports.

REQUIRED QUALIFICATIONS AND EXPERIENCE
- B.Com, M.Com, MBA Finance, MBA HR, PGDM or equivalent qualification.
- Minimum 5 years of relevant experience in accounts, administration, commercial operations, HR or plant administration.
- Manufacturing, recycling, process-industry or factory experience will be preferred.
- Practical knowledge of Tally Prime, ERP, MS Excel, Word, email and digital documentation.
- Working knowledge of GST, TDS, payroll inputs, vendor payments, receivables and reconciliations.

REQUIRED SKILLS
- Strong accounting and commercial-documentation knowledge.
- Advanced Excel and MIS reporting ability.
- Vendor negotiation and purchase coordination.
- Inventory and dispatch-control knowledge.
- HR and manpower coordination.
- Strong follow-up, documentation and task-closing ability.
- Professional communication in Hindi and English.
- High integrity while handling company funds, contracts, employee information and inventory.

KEY PERFORMANCE INDICATORS
- Accuracy of accounts and payment documents.
- Timely completion of reconciliations and adjustment of advances.
- Receivable and payable follow-up.
- Accuracy of attendance and payroll inputs.
- Inventory variance and dispatch-document accuracy.
- Vendor delivery and open-PO ageing.
- Compliance completion before due dates.
- Closure rate of management action points.
- Accuracy and timeliness of MIS reports.

APPLICATION SCREENING DETAILS

Candidates must mention

- Current location
- Current and expected salary
- Notice period
- Total accounts and administration experience
- Tally/ERP experience
- GST, TDS and reconciliation experience
- Payroll and attendance experience
- Inventory and dispatch experience
- Manufacturing or plant-administration experience
- Maximum team size handled

IMPORTANT This is not a basic office-administration role. Candidates must have practical experience in accounts coordination, reconciliations, Excel/MIS, commercial documentation, HR administration, vendor management and inventory control.

Pay: ₹18,000.00 - ₹25,000.00 per month

Work Location: In person

📌 ADMIN HEAD - ACCOUNTS, HR AND PLANT ADMINISTRATION (Kanpur)
🏢 Pavitra India
📍 Kanpur