Executive-HR & Admin(Part Time)

Ingold Solutions; Pune District; On-site; INR 350,000 - 600,000; Full time

Job summary

Ingold Solutions in Pune is seeking an experienced Office Administrator to manage office operations, HR activities, and vendor coordination. The role requires strong English, MS Word/Excel, and the ability to work independently.

Responsibilities include overseeing daily facilities, supporting recruitment, onboarding/offboarding, records management, and internal communications, while coordinating with vendors and finance for payments.

Qualifications

• Minimum 3 years of experience in Office Administration, HR Operations, Recruitment and Vendor Management.
• Excellent command of written and spoken English.
• Strong proficiency in MS Word and Excel; ability to create reports, trackers, and documentation.
• Experience in using AI tools(ChatGPT).
• Excellent organizational, multitasking, and time-management skills.
• Strong interpersonal skills with the ability to interact professionally with employees, management, and vendors.
• Ability to work independently and handle responsibilities with minimal supervision.

Responsibilities

• Oversee daily office operations to ensure a clean, organized, and well-maintained work environment.
• Manage office supplies, stationery, equipment maintenance, and facility-related requirements.
• Coordinate with building management for security, housekeeping, and maintenance activities.
• Handle travel arrangements, meeting room coordination, and front-desk support when required.
• Support recruitment activities, including scheduling interviews and communicating with candidates.
• Manage employee onboarding and offboarding processes.
• Maintain employee records, attendance, and leave management systems.
• Assist in creating HR documents, letters, and reports.
• Facilitate employee engagement activities and internal communication.
• Identify, evaluate, and manage relationships with vendors and service providers.
• Negotiate contracts, monitor service quality, and ensure timely delivery of goods and services.
• Process vendor invoices and coordinate with the finance team for payments.
• Prepare, maintain, and organize administrative records, agreements, and employee documentation.
• Ensure proper filing systems (digital and physical) are updated and easily accessible.
• Assist in drafting, updating, and communicating office policies, HR policies, SOPs, and process documents.
• Ensure documentation aligns with company standards, audit requirements, and compliance norms.
• Create and manage reports, letters, dashboards, and presentations using MS Word and Excel.
• Track office operational expenses and prepare periodic reports for management.

Skills

Office Administration

HR Operations

Vendor Management

Recruitment Coordination

MS Word

MS Excel

English Proficiency

AI Tools (ChatGPT)

Tools

MS Word

MS Excel

Job description

Experience Required: Minimum 3 Years

Location: Pune

Job Overview:

We are looking for an experienced and highly organized professional to manage office administration, HR operations, and vendor coordination. The ideal candidate should have a strong command of English, excellent interpersonal skills, and proficiency in MS Word and Excel. This role requires someone who can independently handle day-to-day activities, support internal teams, and ensure smooth functioning of office operations.

Key Responsibilities:

Office Administration:

• Oversee daily office operations to ensure a clean, organized, and well-maintained work environment.
• Manage office supplies, stationery, equipment maintenance, and facility-related requirements.
• Coordinate with building management for security, housekeeping, and maintenance activities.
• Handle travel arrangements, meeting room coordination, and front-desk support when required.

HR Operations:

• Support recruitment activities, including scheduling interviews and communicating with candidates.
• Manage employee onboarding and offboarding processes.
• Maintain employee records, attendance, and leave management systems.
• Assist in creating HR documents, letters, and reports.
• Facilitate employee engagement activities and internal communication.

Vendor Management:

• Identify, evaluate, and manage relationships with vendors and service providers.
• Negotiate contracts, monitor service quality, and ensure timely delivery of goods and services.
• Process vendor invoices and coordinate with the finance team for payments.

Documentation, Policies & Reporting

• Prepare, maintain, and organize administrative records, agreements, and employee documentation.
• Ensure proper filing systems (digital and physical) are updated and easily accessible.
• Assist in drafting, updating, and communicating office policies, HR policies, SOPs, and process documents.
• Ensure documentation aligns with company standards, audit requirements, and compliance norms.
• Create and manage reports, letters, dashboards, and presentations using MS Word and Excel.
• Track office operational expenses and prepare periodic reports for management.

Required Skills & Qualifications:

• Minimum 3 years of experience in Office Administration, HR Operations, Recruitment and Vendor Management.
• Excellent command of written and spoken English.
• Strong proficiency in MS Word and Excel; ability to create reports, trackers, and documentation.
• Experience in using AI tools(ChatGPT)
• Excellent organizational, multitasking, and time-management skills.
• Strong interpersonal skills with the ability to interact professionally with employees, management, and vendors.
• Ability to work independently and handle responsibilities with minimal supervision.