JOB PURPOSE To manage and supervise all official email correspondence and corporate communication, ensuring timely responses, professional drafting, proper follow-up, confidentiality, accurate documentation and effective coordination among departments.

1. SALARY AND COMPENSATION

Monthly Salary Range: ₹30,000 – ₹50,000 per month.

(Depends upon the interview and directors)

2. KEY ROLES AND RESPONSIBILITIES

A. Email Management and Correspondence

- Monitor incoming and outgoing official emails and ensure timely handling.
- Draft, review and proofread skilled emails, letters, reminders and replies.
- Ensure correct recipients, subject lines, attachments and email formatting.
- Forward emails to the appropriate departments and responsible personnel.
- Ensure that important emails are acknowledged, responded to and closed within prescribed timelines.

B. Follow-Up and Coordination

- Maintain a tracker for important, pending and overdue emails.
- Follow up with concerned departments for responses, documents, approvals and action items.
- Coordinate with HR, Finance, Operations, Procurement, Administration, Business Development and site management.
- Escalate urgent, overdue or sensitive matters to the appropriate authority.
- Prepare periodic reports on pending correspondence and unresolved issues.

C. Management and External Communication

- Coordinate email correspondence assigned by the CEO, directors and authorized management.
- Summarize important email threads and highlight pending decisions.
- Ensure professional communication with clients, vendors, consultants and business partners.
- Ensure that external commitments and official statements are made only by authorized personnel.
- Track important instructions and commitments until closure.

D. Confidentiality and Documentation

- Maintain confidentiality of company, client, employee and financial information.




- Ensure that sensitive emails are shared only with authorized recipients.
- Maintain proper records, folders and archives of important correspondence.
- Follow company policies regarding email access, retention and information security.
- Immediately report suspected phishing, unauthorized access or disclosure of confidential information.

E. Team Management and Process Improvement

- Supervise email and correspondence personnel, where applicable.
- Establish standard email formats, templates and Standard Operating Procedures (SOPs).
- Train employees on professional email etiquette and communication standards.
- Monitor performance, identify delays and implement corrective measures.
- Improve email tracking, reporting and workflow efficiency.

3. AUTHORITY AND ACCOUNTABILITY The Head shall be authorized to allocate departmental work, request status updates, send routine reminders, review correspondence and escalate pending or sensitive matters.

The Head shall not make unauthorized financial commitments, legal representations or management decisions. Restricted mailbox access and confidential information shall be handled only with proper authorization.

4. EDUCATIONAL QUALIFICATIONS AND EXPERIENCE

- Bachelor's degree in English, Commerce, Business Administration, Management, Mass Communication or a relevant discipline.
- Strong written English, professional drafting and proofreading skills.
- Working knowledge of Microsoft Outlook or Gmail, MS Office, spreadsheets and reporting tools.




- Relevant experience in corporate correspondence, administration, email management or executive coordination is preferred.

5. REQUIRED SKILLS AND COMPETENCIES

- Excellent written communication and email etiquette.
- Strong follow-up, coordination and organizational skills.
- Attention to detail and accuracy.
- Time management and prioritization.
- Confidentiality, integrity and professional conduct.
- Ability to manage multiple tasks and coordinate across departments.
- Proficiency in email applications, document management and reporting.

6. KEY PERFORMANCE INDICATORS (KPIs)

Performance shall be assessed against management-approved targets, including:

- Timely handling and response to official emails.
- Reduction in pending and overdue correspondence.
- Accuracy and quality of email drafting.
- Timely follow-up on management instructions and departmental actions.
- Proper maintenance of email records and tracking registers.
- Timely escalation of urgent and sensitive matters.
- Compliance with confidentiality and information security policies.
- Overall communication efficiency and stakeholder satisfaction.

7. GENERAL CONDITIONS

- The employee shall comply with company policies, approved SOPs and management instructions.
- All official correspondence shall be accurate, professional and handled within authorized limits.
- Confidential information shall not be disclosed without proper authorization.
- Additional duties relevant to the position may be assigned by authorized management.
- This JD may be revised by the company as per business requirements through the appropriate approval process.

Pay: ₹30,000.00 - ₹50,000.00 per month

Ability to commute/relocate

- Asansol, West Bengal 713302: Reliably commute or planning to relocate before starting work (Preferred)

Work Location: In person

📌 Head – Email & Communication Department (Asansol)
🏢 VIGILANCE SERVICES INDIA
📍 Asansol