GALAXY CONSTRUCTIONS AND INFRA PROJECTS
Office Location: Samdareeya Gold, Sirmour Chawk, Rewa, Madhya Pradesh 486001
OFFICE ADMIN: JOB DESCRIPTION & EMPLOYMENT TERMS
Designation: Office Administrator & Operation HeadDepartment: Operations & AdministrationLocation: Rewa, Madhya PradeshEffective Date: ____________________

1. ROLES, RESPONSIBILITIES & DUTIES
1.1 Daily Office Operations & Management

- Office Upkeep: Oversee daily cleanliness, organization, and upkeep of the Samdareeya Gold office premises. Ensure utilities, internet, and office infrastructure operate seamlessly.
- Supply & Inventory Management: Maintain inventory logs for office supplies, stationery, safety gear/PPE, and basic site consumable items. Raise purchase requisitions prior to stock depletion.
- Equipment Maintenance: Monitor condition and service schedules of office electronics (printers, computers, CCTV, biometric attendance systems).

1.2 Front Desk & Communication

- Visitor Handling: Greet and assist clients, contractors, vendors, and job applicants visiting the Rewa office in a polite and skilled manner.
- Call & Mail Routing: Answer incoming phone calls, filter inquiries, and maintain accurate logs of all incoming/outgoing correspondence, couriers, and letters.
- Communication Link: Serve as a central operational bridge connecting executive management, site engineers, field staff, and external stakeholders.

1.3 Documentation, Filing & Record-Keeping

- Document Control: Organize and maintain structured physical and digital filing systems for project blueprints, land documents, municipal approvals, agreements, contracts, and tenders.
- Inward/Outward Registers: Maintain meticulous daily logs for all inward/outward documents, bills, site material receipts, and official letters.
- Data Entry & Reporting: Update project trackers, petty cash entries, and operational logs daily using MS Excel and company software.

1.4 Construction Site Coordination & Logistics

- Site Support: Coordinate logistical support for site engineers and field teams (dispatching urgently required documents, day to day material requirements, arranging local transport/lodging).
- Challan Verification: Receive, cross-verify,



and file material delivery challans, and weighment slips received from active construction sites and vendors .
- Attendance Tracking: Monitor daily biometric/manual attendance logs for office staff and coordinate with site supervisors to collect site labor attendance sheets.

1.5 Basic Financial & Vendor Admin

- Petty Cash Handling: Manage the office petty cash fund, maintain a detailed ledger of daily micro-expenses, collect valid GST vouchers/bills, and submit weekly reconciliation reports and also checking out GST returns And ITCS before end of month.
- Vendor Bill Processing: Receive, verify, and register bills from vendors, utility providers, and subcontractors before forwarding them to management for payment approval.

2. TERMS AND CONDITIONS OF EMPLOYMENT
2.1 Working Hours & Attendance

- Schedule: Standard working hours are 09:30 AM to 06:30 PM, Monday through SUNDAY.
- Punctuality: Attendance must be recorded daily upon arrival and departure. Repeated unexcused tardiness may result in disciplinary action or salary deduction.
- Operational Requirements: Occasional extended working hours may be required to meet critical project deadlines or site emergencies.

2.2 Probation Period

- Duration: The candidate will serve an initial probation period of 15 days from the date of joining.
- Confirmation: Employment confirmation will be issued in writing subject to satisfactory job performance evaluation at the end of the probation period.

2.3 Remuneration & Payment Terms

- Salary Payment: Remuneration will be paid as per the agreed Offer Letter on or before the 7th to 10th day of each calendar month.
- Deductions: Statutory deductions (including PF, ESI, Professional Tax, and TDS) will be deducted as applicable per central and Madhya Pradesh state regulations.

2.4 Confidentiality & Non-Disclosure

- Proprietary Data:



The employee shall maintain strict confidentiality regarding client details, project costs, tender estimates, land title documents, and financial records during and after employment.
- Intellectual Property: All records, documents, and data compiled during employment remain the exclusive property of Galaxy Constructions and Infra Projects.

2.5 Code of Conduct & Office Ethics

- Professional Ethics: Maintain high standards of integrity, professional etiquette, and honesty in all business interactions.
- Conflict of Interest: Engaging in side business, freelancing, or providing personal services to company competitors/vendors is strictly prohibited.
- Care of Property: The candidate is responsible for proper care of company assets. Intentional damage or gross negligence may result in recovery of repair/replacement costs.

2.6 Leave Policy
.

- Prior Approval: Leaves must be applied for and approved at least 3 days in advance, except in unforeseen emergency situations. And every month 3 leaves will be applicable.

2.7 Resignation & Termination

- Probation Notice: During probation, either party may terminate employment by giving 15 days' written notice or equivalent salary.
- Confirmed Notice: Post-confirmation, a mandatory notice period of 30 days (1 month) is required for resignation.
- Summary Dismissal: Management reserves the right to terminate employment immediately without notice in cases of fraud, gross misconduct, misbehave or continuous inability to execute all above responsibilities, breach of confidentiality, or theft.

3. ACKNOWLEDGMENT & ACCEPTANCE
I have read, understood, and accept the terms, conditions, duties, and responsibilities outlined in this document. I hereby commit to fulfilling my obligations to the best of my ability and adhering to all rules and policies set forth by Galaxy Constructions and Infra Projects.
CANDIDATE / EMPLOYEE

Signature: _______________________

Name: __________________________

Date: ___________________________FOR GALAXY CONSTRUCTIONS

Authorized Signatory: ______________

Designation: _____________________

Date & Stamp: ___________________

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