HR & Administration Executive

Job Summary

We are seeking a hands-on, reliable, and detail-oriented Branch Administration & HR Executive to independently manage the day-to-day HR, administration, facility management, expense tracking, and documentation activities. Candidates with combined experience in HR administration, general administration, and basic accounting support will be preferred over candidates with a purely accounting-focused background.

Roles & Responsibilities

• Maintain employee attendance, leave records, personnel files, and employment documentation.
• Coordinate employee joining formalities, onboarding documentation, and exit procedures.
• Prepare and submit monthly attendance records and payroll input data to the Chennai corporate office.
• Coordinate employee welfare, uniforms, training schedules, and routine HR matters.
• Manage day-to-day office operations, facilities, rent, utilities, internet services, and recurring expenses.
• Maintain records of company vehicles, mobile phones, IT equipment, and other office assets.
• Coordinate with vendors, obtain quotations, and process purchase requests as per company approval procedures.
• Arrange business travel, accommodation, and other administrative requirements.
• Collect, verify, and organize invoices, receipts, and supporting documents for branch expenses.
• Prepare monthly expense statements and budget-versus-actual reports.
• Maintain petty cash and employee travel expense records, where applicable.
• Submit complete payment documentation to the Chennai Finance team for review and approval.
• Track branch expenses and ensure proper documentation and timely submission of records.
• Maintain employee insurance records, including Workmen’s Compensation documentation where applicable.
• Track employment contracts, insurance renewals, customer site-access requirements, and other compliance-related documents.
• Coordinate with external consultants and Chartered Accountants for documentation and information requests.
• Ensure adherence to company policies, documentation standards, and internal approval procedures.
• Act as the primary coordination point between the Pune branch and the Chennai corporate office for routine HR and administrative matters.
• Ensure timely submission of reports, records, expense statements, and other required information.
• Independently follow up on pending approvals, documentation, vendor requirements, and operational tasks.

Mandatory Requirements

• 5+ years of relevant experience in HR administration, general administration, and office operations.
• Practical experience managing day-to-day administrative and employee-related activities independently.
• Good working knowledge of MS Excel, expense tracking, record maintenance, and documentation.
• Strong English communication skills, with the ability to coordinate independently with the Chennai corporate office.
• Basic accounting and expense-management knowledge, including invoice verification, petty cash, and expense reporting.
• Strong organizational skills, attention to detail, follow-up discipline, integrity, and a sense of responsibility.
• Ability to manage multiple responsibilities with minimal supervision.
• Candidates with combined HR, administration, and accounting-support experience will be preferred over purely accounting-focused candidates.