Job Description

1. Employee Lifecycle Administration

- Support end-to-end administrative activities for employee onboarding and separation.

- Coordinate employee documentation, office access, ID cards, welcome kits and other joining requirements.

- Facilitate registration of employees for transport, meal perks, medical insurance and workplace facilities.

- Coordinate exit-related activities including asset recovery, access deactivation, exclusion form transport & insurance and closure documentation.

- Maintain accurate employee administration records and trackers.

2. Employee Benefits Administration

a.Meal Benefits & Cafeteria

- Administer employee meal benefits and cafeteria-related services.

- Process employee registrations, activations, deactivations and monthly meal credit allocations.

- Reconcile employee eligibility and meal consumption records.

- Coordinate with vendors for service delivery, invoice validation and issue resolution.

- Address employee queries related to meal benefits and cafeteria services.

b.Insurance administration & support

- Coordinate employee enrolments, exclusions and periodic updates under the medical insurance policy.

- Liaise with insurance providers/partners for employee additions and deletions.

- Maintain insurance-related employee records and supporting documents.

- Assist employees with insurance-related queries and coordinate resolution with relevant stakeholders.

c.Transport Administration

- Administer employee transportation services and applicable conveyance allowance processes.

- Manage employee transport preferences, registrations, route allocation and onboarding.

- Maintain updated transport databases and monthly employee rosters.

- Coordinate with transport vendors for smooth and uninterrupted service delivery.

- Monitor transport utilization and support monthly billing reconciliation.

- Resolve employee queries and escalations relating to transport services.





- Support periodic transport preference exercises and employee communications.

d.Travel & Relocation Coordination

- Coordinate domestic business travel requirements including flights, hotels and local transportation.

- Support employee relocation and other approved travel requirements.

- Ensure travel arrangements comply with applicable company policies and approval processes.

- Maintain travel records and support expense claim documentation.

- Liaise with travel partners for timely and cost-effective arrangements.

5. Vendor Management & Procurement

- Support vendor onboarding, documentation and vendor code creation.

- Coordinate procurement of office supplies, ID cards, welcome kits, employee gifts, event materials and other administrative requirements.

- Obtain quotations, prepare comparative statements and coordinate internal approvals.

- Maintain vendor records, agreements and supporting documentation.

- Follow up with vendors to ensure timely delivery and appropriate service quality.

6. Invoice Processing & Financial Coordination

- Manage administrative invoices from receipt through validation, approval and submission to Finance.

- Process invoices relating to transport, meal services, travel, telecom, ID cards, administrative purchases, employee engagement activities and other operational vendors.

- Verify invoices against agreed commercials, supporting documents and services delivered.

- Maintain invoice trackers and follow up to ensure timely processing and payment.





- Maintain appropriate documentation for audit and compliance requirements.

7. Corporate Prepaid Card Administration

- Track and reconcile expenses incurred through corporate prepaid cards.

- Reconcile transactions with appropriate invoices, bills and approvals.

- Prepare periodic expenditure summaries and supporting documentation.

- Ensure expenses are appropriately recorded and allocated.

- Maintain records required for financial review and audit purposes.

8. Facilities & Workplace Administration

- Support day-to-day office administration and workplace operations.

- Coordinate with facility teams for employee requirements and workplace-related concerns.

- Support parking, gym, access control, security, visitor management and other workplace services.

- Coordinate visitor access and meeting room requirements, wherever applicable.

- Help maintain a safe, organized and employee-friendly workplace.

9. Employee Support

- Act as a point of contact for routine employee administration queries.

- Provide support on transport, insurance, meal benefits, travel, facilities and other workplace services.

- Track employee requests and ensure timely closure or escalation to the appropriate stakeholder.

- Communicate service updates and administrative information clearly to employees.

- Support employee engagement activities and workplace initiatives as required.

10. Reporting, Documentation & Compliance

- Maintain accurate operational trackers, databases and administrative records.

- Prepare periodic reports relating to transport, benefits, invoices, vendors and employee services.

- Maintain appropriate documents and records in accordance with organizational guidelines.

- Support internal/external audits by providing required records and supporting documentation.

- Identify opportunities to simplify processes, improve turnaround time and enhance administrative efficiency.

📌 HR Associate, Admin & Benefit Operations (India)
🏢 ITC
📍 India