Admin & Finance Operations Executive

GreySpace Studios | Full-time | Delhi NCR

About GreySpace

GreySpace Studios is a strategy-led brand and design studio working with ambitious businesses across brand strategy, identity, packaging and digital experiences.

We are looking for a dependable, detail-oriented individual to manage our day-to-day administrative and finance operations, ensure timely client payment follow-ups, and support recruitment and employee administration.

Key Responsibilities:

1. HR Administration & Recruitment Support

- Maintain employee records and joining and exit documentation.
- Coordinate employee insurance enrolments, updates and related documentation.
- Source candidates through job portals, LinkedIn, college placement cells and other relevant channels.
- Screen resumes against predefined criteria and conduct initial phone screenings using a basic questionnaire.
- Coordinate interview schedules and follow up with candidates.
- Maintain a recruitment tracker and keep the partners updated on hiring progress.

2. Invoicing & Payment Follow-ups

- Prepare and send client invoices as directed by the partners.
- Track invoices, payment due dates and outstanding receivables.
- Proactively follow up with clients over email and phone until payments are received.
- Maintain an updated payment tracker with follow-up history, client commitments and pending amounts.
- Escalate delayed payments and non-responsive clients to the relevant partner.
- Coordinate with the outsourced accounts team to share invoices and supporting documents when required.

3. Expense & Accounts Coordination

- Collect expense bills and ensure they are uploaded to the designated Google Drive folders.




- Update and maintain expense sheets accurately.
- Ensure expense records and supporting documents are complete and organised.
- Coordinate with the outsourced accounts team for any missing information or documentation.

4. Office Administration

- Track and ensure timely payment of electricity, internet and other office bills.
- Maintain office inventory and coordinate the replenishment of supplies.
- Manage employee entry and exit permissions with the building society/security gate.
- Coordinate with vendors and resolve routine office-related issues.

What We Are Looking For:

- 3+ years of experience in administration, accounts coordination, office operations or HR administration.
- Comfortable making phone calls and following up persistently with clients regarding outstanding payments.
- Good working knowledge of Google Sheets, Google Drive and Microsoft Excel.
- Strong attention to detail and the ability to maintain accurate records.
- Explicit written and verbal communication skills.
- Someone who takes ownership, follows through independently and does not need constant reminders.
- Basic understanding of invoicing, expense tracking and recruitment processes.

How Success Will Be Measured

- Invoices are prepared and sent promptly.
- Payment follow-ups happen on schedule, with no overdue invoice left untracked.
- Expense records and supporting documents remain complete and organised.
- Office administration runs smoothly without repeated partner intervention.
- Recruitment pipelines are maintained and initial candidate screening is completed on time.

Important: This is an execution-focused role. We need someone who gets things done, maintains organised records and consistently follows up until tasks are closed.

📌 HR And Finance Administration (New Delhi)
🏢 Gspace Studios Designs
📍 New Delhi