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 benefits, 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, advantages, 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.

Requirements

- Good communication
and interpersonal skills

- Strong
coordination and follow-up skills

- Ability to work on
multiple areas simultaneously

- Valuable time
management skills

- Attention to
detail and accuracy

- Employee/customer
service orientation

- Vendor
coordination and relationship management

- Basic
understanding of invoice processing and reconciliation

- Ability to manage
multiple activities and priorities

- Working knowledge
of MS Excel, MS Word and PowerPoint

- Good documentation
and record-management skills

- Ability to work
effectively with employees, vendors and cross-functional teams

- Education: Graduate in any
discipline

- Experience: 1.5–3.5 years of
relevant experience in Administration, HR Operations, Employee Services,
Facilities or a similar role preferred.

- Prior exposure to
employee transport, vendor coordination, invoice processing, facilities,
travel or employee advantages administration would be an advantage.

📌 HR Associate, Admin & Benefit Operations (Kolkata)
🏢 Recognized
📍 Kolkata