Assistant Manager
- Administration & Employee Reimbursements Role Overview The Assistant Manager Administration & Employee Reimbursements will be responsible for managing employee reimbursement processes across multiple locations, ensuring timely processing, verification, compliance, and reporting of employee claims. The role will also oversee purchase order management, administration operations, employee support services, vendor coordination, and process governance while maintaining operational efficiency and compliance with company policies.

Key Responsibilities
Employee Reimbursement Management
- Manage end-to-end employee reimbursement processes across multiple locations.
- Review, verify, and process employee reimbursement claims in accordance with company policies.
- Handle and reconcile:
- Local Conveyance Claims
- Mobile Reimbursement Claims
- Sales Visit Expenses
- Travel Expenses
- Late Sitting Allowance Claims
- Other approved employee expense reimbursements
- Ensure timely processing and settlement of employee claims within defined timelines.
- Coordinate with Finance and Payroll teams for reimbursement disbursements.
- Maintain accurate reimbursement records and supporting documentation. Work Order (PO) Management
- Raise, review, and issue Purchase Orders (POs) for administration, facilities, travel, and operational requirements.
- Ensure all required approvals, vendor quotations, tracker &supporting; documents, and budget validations are completed before PO issuance.
- Maintain and update the Purchase Order Tracker, ensuring accuracy of PO status, vendor details, delivery schedules, and payment milestones. Administration Operations




- Support day-to-day administration activities across corporate and branch locations.
- Coordinate employee service requests and ensure timely resolution.
- Manage office administration activities and support business operations.
- Maintain records related to administration vendor expenses, assets, and operational activities. Policy Compliance & Governance
- Ensure compliance with company reimbursement policies, approval matrices, and procurement guidelines.
- Review claims and expenses for accuracy, completeness, and policy adherence.
- Identify discrepancies, duplicate claims, or non-compliant submissions.
- Support internal and external audits by providing required documentation and reports. Reporting & MIS Management
- Prepare monthly MIS reports related to reimbursements, employee claims, and purchase orders.
- Track claim volumes, reimbursement trends, budget utilization, and pending transactions.
- Provide periodic reports to management on operational performance and cost controls.
- Support budgeting, forecasting, and expense analysis activities. Stakeholder & Employee Support
- Act as the primary point of contact for reimbursement-related queries from employees and branch administration teams.
- Guide employees on reimbursement policies, documentation requirements, and claim submission procedures.
- Coordinate with HR, Finance, Payroll,



Procurement, and Administration teams for smooth process execution. Process Improvement & Automation
- Identify opportunities to streamline reimbursement and purchase order workflows.
- Support digitization and automation initiatives for administration processes.
- Recommend process improvements to enhance efficiency, compliance, and employee experience. Qualifications & Experience
- Graduate or Postgraduate in Business Administration, Commerce, Finance, or a related discipline.
- 5-8 years of experience in Administration Operations, Employee Reimbursements, and Purchase Order Management.
- Experience managing reimbursement processes across multiple locations.
- Robust understanding of employee expense policies, procurement processes, and approval workflows.
- Experience in MIS reporting, reconciliation, and process governance. Skills Required
- Employee Reimbursement Management
- Purchase Order Processing & Tracking
- Administration Operations
- Expense Verification & Audits
- MIS Reporting & Analytics
- Vendor Coordination
- Procurement Process Management
- Policy Compliance & Governance
- Advanced MS Excel and MS Office
- Stakeholder Management
- Strong Communication and Organizational Skills Key Performance Indicators (KPIs)
- Timely processing of reimbursement claims.
- Accuracy of claim verification and settlement.
- Timely issuance and closure of purchase orders.
- Accuracy and maintenance of PO Tracker.
- Compliance with reimbursement and procurement policies.
- Employee satisfaction and service delivery levels.
- Quality and timeliness of MIS reporting.

📌 Assistant Administration Manager (Mumbai)
🏢 Auxilo Finserve Private
📍 Mumbai