HR And Finance Administration

Gspace Studios Designs Llp; New Delhi; On-site; INR 420,000 - 660,000; Full time

Job summary

GreySpace Studios, a Delhi NCR design studio, is seeking an Admin & Finance Operations Executive to manage day-to-day admin, finance operations, invoicing, and client follow-ups. The role also supports recruitment and employee administration to ensure smooth business operations.

You will coordinate with outsourced accounts, maintain accurate records, and drive timely payments while handling office processes and vendor coordination.

Qualifications

• 3+ years of experience in administration, accounts coordination, office operations or HR administration.
• Strong attention to detail and record-keeping skills.
• Comfortable making follow-up phone calls to clients regarding payments.

Responsibilities

• HR Administration & Recruitment Support: maintain employee records, join/exit docs, coordinate insurance, source candidates, screen resumes, schedule interviews, track hiring progress.
• Invoicing & Payment Follow-ups: prepare/send invoices, track due dates, follow up with clients until payments are received, share invoices with outsourced accounts.
• Expense & Accounts Coordination: collect bills, update expense sheets, maintain records, coordinate with outsourced accounts.
• Office Administration: track utility bills, maintain inventory, manage entry/exit permissions, coordinate with vendors.

Skills

HR Admin

Accounts coordination

Office operations

Recruitment support

Attention to detail

Tools

Google Sheets

Google Drive

Microsoft Excel

Job description

Admin & Finance Operations Executive

GreySpace Studios | Full-time | Delhi NCR

About GreySpace

GreySpace Studios is a strategy-led brand and design studio working with ambitious businesses across brand strategy, identity, packaging and digital experiences.

We are looking for a dependable, detail-oriented individual to manage our day-to-day administrative and finance operations, ensure timely client payment follow-ups, and support recruitment and employee administration.

Key Responsibilities:

1. HR Administration & Recruitment Support

• Maintain employee records and joining and exit documentation.
• Coordinate employee insurance enrolments, updates and related documentation.
• Source candidates through job portals, LinkedIn, college placement cells and other relevant channels.
• Screen resumes against predefined criteria and conduct initial phone screenings using a basic questionnaire.
• Coordinate interview schedules and follow up with candidates.
• Maintain a recruitment tracker and keep the partners updated on hiring progress.

2. Invoicing & Payment Follow-ups

• Prepare and send client invoices as directed by the partners.
• Track invoices, payment due dates and outstanding receivables.
• Proactively follow up with clients over email and phone until payments are received.
• Maintain an updated payment tracker with follow-up history, client commitments and pending amounts.
• Escalate delayed payments and non-responsive clients to the relevant partner.
• Coordinate with the outsourced accounts team to share invoices and supporting documents when required.

3. Expense & Accounts Coordination

• Collect expense bills and ensure they are uploaded to the designated Google Drive folders.
• Update and maintain expense sheets accurately.
• Ensure expense records and supporting documents are complete and organised.
• Coordinate with the outsourced accounts team for any missing information or documentation.

4. Office Administration

• Track and ensure timely payment of electricity, internet and other office bills.
• Maintain office inventory and coordinate the replenishment of supplies.
• Manage employee entry and exit permissions with the building society/security gate.
• Coordinate with vendors and resolve routine office-related issues.

What We Are Looking For:

• 3+ years of experience in administration, accounts coordination, office operations or HR administration.
• Comfortable making phone calls and following up persistently with clients regarding outstanding payments.
• Good working knowledge of Google Sheets, Google Drive and Microsoft Excel.
• Strong attention to detail and the ability to maintain accurate records.
• Clear written and verbal communication skills.
• Someone who takes ownership, follows through independently and does not need constant reminders.
• Basic understanding of invoicing, expense tracking and recruitment processes.

How Success Will Be Measured

• Invoices are prepared and sent promptly.
• Payment follow-ups happen on schedule, with no overdue invoice left untracked.
• Expense records and supporting documents remain complete and organised.
• Office administration runs smoothly without repeated partner intervention.
• Recruitment pipelines are maintained and initial candidate screening is completed on time.

Important:

This is an execution-focused role. We need someone who gets things done, maintains organised records and consistently follows up until tasks are closed.