Dear candidate,

Pleasant Greetings from Shubhshree Biofuels Energy Ltd.!

ABOUT US:

Shubhshree biofuels Energy Ltd is the leading contributor in Biomass Supply Chain Management, in India, since 2013. Spanning across multiple locations in India, we prioritize sustainability and cutting-edge technology. Shubhshree biofuels energy Ltd has always been a value-driven organization. Our consistent efforts dedicated to recycling agricultural waste using world class machinery has made us one of the top Biofuels Enterprise.

For Further Details, visit us at: - https://shubhshreebiofuels.co.in development, we would love to hear from you.

JOB DESCRIPTION (JD)

Back Office Executive

Company: Shubhshree Biofuels Energy Limited
Department: Administration
Job Type: Full-Time
Working Days: Monday to Saturday
Working Hours: 9:30 AM to 6:30 PM
Reporting To: HR Manager / Management
Job Location: Plot No 8 Ganesh Vihar -B, Nirman Nagar Jaipur Rajasthan Pin code-302019

1. Job Objective

To ensure smooth HR operations, office administration, employee management, documentation, departmental coordination, and timely reporting. The position requires a proactive and organized professional who can manage daily HR and back-office activities while ensuring accuracy, timely follow-ups, and accountability.

2. Key Roles & Responsibilities

A. HR & Employee Management

- Monitor daily attendance, late arrivals, absenteeism, missing punches, and leave records for office and plant employees.
- Maintain employee attendance and leave registers and coordinate attendance corrections.
- Assist in recruitment, candidate screening calls, interview scheduling, and follow-ups.
- Coordinate employee joining formalities, onboarding, and exit documentation.
- Maintain employee files, KYC documents, appointment letters, and other HR records.
- Assist in preparing monthly attendance summaries and verified payroll inputs.
- Coordinate PF, ESIC, and other applicable statutory documentation with the concerned team.
- Monitor employee discipline and report irregularities to management.

B. Office Administration & Back Office Operations

- Ensure office cleanliness, housekeeping, stationery, consumables, and basic facilities are maintained.
- Monitor assigned official emails and ensure timely responses, forwarding, and follow-ups.
- Maintain physical and digital records of company documents, agreements, letters, and correspondence.
- Handle scanning, printing, data entry, and updating Excel sheets, ERP, and other company systems.
- Maintain inward/outward courier registers and track important documents.
- Coordinate with vendors and service providers for office-related requirements.
- Record office expenses, petty cash transactions, vendor bills, and supporting documents.
- Coordinate meetings, record minutes, and follow up on action points.
- Maintain a management instruction tracker and ensure pending tasks are followed up until closure.

C. Departmental Coordination

- Collect daily production reports from all biomass pellet plants.




- Collect and maintain dispatch details, truck records, weighbridge slips, and delivery documents.
- Coordinate with the Purchase Department for raw material procurement and stock reports.
- Coordinate with the Sales Department for pending orders and dispatch updates.
- Follow up with Accounts for invoices, vendor bills, payment documents, and supporting records.
- Maintain tender documentation and track important submission deadlines.
- Collect maintenance, project, and operational reports from the concerned departments.
- Follow up on missing reports and escalate delays to the reporting manager.
- Maintain department-wise trackers and ensure timely submission of required information.

D. MIS & Reporting

- Prepare and submit the daily HR & Back Office MIS.
- Maintain recruitment, attendance, leave, employee documentation, expenses, and pending-work trackers.
- Prepare weekly reports covering completed work, pending tasks, and departmental follow-ups.
- Prepare monthly HR and administration reports, including attendance, headcount, joining, exits, expenses, and plant production/dispatch data received from the concerned teams.
- Ensure all reports are accurate, updated, and submitted within prescribed deadlines.
- Highlight delays, discrepancies, and issues requiring management intervention.

3. Daily, Weekly & Monthly Deliverables

Daily

- Attendance and leave updates.
- Recruitment calls and interview coordination.
- Email monitoring and departmental follow-ups.
- Plant production and dispatch report collection.
- Office expense, vendor bill, and courier register updates.
- Management pending-work tracker updates.
- Daily HR & Back Office MIS submission before office closing.

Weekly

- Attendance and recruitment status review.
- Employee documentation review.
- Pending management instructions and departmental reports.
- Office expenses, vendor bills, and maintenance follow-ups.
- Tender and renewal deadline review.
- Consolidated Weekly HR & Back Office Report.

Monthly

- Attendance and leave summary.
- Verified payroll inputs submitted within the prescribed deadline.
- Employee joining, resignation, and headcount reports.
- PF, ESIC, and applicable statutory documentation coordination.
- Office expense reconciliation with Accounts.
- Employee and company record verification.
- Consolidated plant production and dispatch data.
- Monthly HR & Back Office MIS by the 3rd working day of the following month.

4. Mandatory Registers & Trackers

The employee will be responsible for maintaining and updating the following:

- Employee Attendance & Leave Register
- Recruitment & Interview Tracker
- Employee Master & Documentation Register




- Inward/Outward Courier Register
- Office Expense & Vendor Bill Register
- Management Pending-Work Tracker
- Departmental Report & Follow-up Tracker
- Daily, Weekly & Monthly HR & Back Office MIS
- Tender & Renewal Tracker
- Plant Production & Dispatch Data Tracker

5. Qualifications & Experience

- Graduate in any discipline; MBA in HR, Business Administration, or a related field will be preferred.
- 1–3 years of relevant experience in HR operations, back-office coordination, or office administration preferred.
- Freshers with strong organizational and communication skills may also be considered.
- Good working knowledge of MS Excel, Word, email, and data management.
- Experience with HRMS/ERP software will be an advantage.

6. Required Skills & Competencies

- Strong organizational and multitasking abilities.
- Good verbal and written communication skills.
- Accuracy in data entry, record maintenance, and reporting.
- Strong follow-up and coordination skills.
- Ability to manage multiple tasks and meet deadlines.
- Professional conduct and confidentiality in handling employee and company information.
- Proactive approach to identifying pending work and escalating issues.
- Willingness to coordinate with office, accounts, sales, purchase, and plant teams.

7. Performance Evaluation (KPIs)

Performance will be evaluated on the basis of:

- Accuracy and timely updating of attendance and leave records.
- Timely recruitment coordination and interview follow-ups.
- Completeness of employee and company documentation.
- Timely submission and accuracy of daily, weekly, and monthly MIS.
- Timely collection of plant and departmental reports.
- Effective tracking and closure of management-assigned tasks.
- Accuracy of office expense, vendor bill, and courier records.
- Timely escalation of delays, discrepancies, and unresolved issues.
- Compliance with company policies and confidentiality requirements.

8. Accountability & Reporting

- All assigned tasks must be tracked until completion.
- Pending work must include the reason for delay, responsible person, and expected completion date.
- Important instructions and deadlines must be recorded and followed up.
- Missing documents, discrepancies, and departmental delays must be escalated promptly.
- Financial approvals, disciplinary decisions, and contractual commitments must be referred to authorized management personnel.
- All records must be maintained accurately and made available for management review when required.

Note: The above responsibilities are mandatory and will form part of the employee's performance evaluation. Additional duties related to HR, administration, and back-office coordination may be assigned by management as required.

How to Apply:

Interested candidates should submit their resume.

Email Id: [email protected] / [email protected]

Contact No: +91-XXXXXXXXXX

Pay: ₹10,000.00 - ₹22,000.00 per month

Advantages:

- Provident Fund

Work Location: In person

📌 Back Office Executive (Jaipur)
🏢 Shubhshree Biofuels Energy
📍 Jaipur