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 perks 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. Requirements
• Good communication and interpersonal skills
• Strong coordination and follow-up skills
• Ability to work on multiple areas simultaneously
• Good 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
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Education:
Graduate in any discipline
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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 benefits administration would be an advantage.

📌 HR Associate, Admin (Kolkata Metropolitan Area)
🏢 ITC
📍 Kolkata Metropolitan Area