Operations and Administrative Assistant

3 days ago

Bengaluru, India HikeOn Technologies Private Limited Full time
Job Title:

Operations and Administrative AssistantLocation:

Bangalore (On-site)Work Hours:

9 am to 7 pm(Monday to Friday)

About the Role:

We are looking for a proactive and detail-oriented *Operations and Administrative Assistant* to support various day-to-day operational tasks across the organization. This role will assist in streamlining operations and taking on routine tasks from founders, HR, project managers, and employees, ensuring efficient workflows and smooth office operations.

Key Responsibilities:*

Attendance and Time Tracking:- Generate and send missing clock-in/clock-out reports to employees and managers.- Monitor and follow up on timely timesheet submissions.- Identify and address gaps in attendance and timesheet data.- Track leave balances and approvals, generating regular reports for HR and management.- Ensure timesheets are submitted on time and raise notifications for missing entries.

HR Documentation and Support:-

Maintain and organize employee files, including contracts, offer letters, and HR compliance documents.- Assist with onboarding processes and track completion of onboarding tasks.- Track probation periods and prepare confirmation letters.- Manage exit formalities, including clearance forms and final documentation.- Assist with HR documentation and ensure all files are up to date and compliant.- Respond to background verification (BGV) inquiries.

Recruitment Assistance:- Schedule interviews and communicate with candidates regarding interview logistics.- Maintain and clean up the Applicant Tracking System (ATS) regularly.- Follow up with candidates for pending documents or updates.

Employee Operations Support:- Coordinate desk allocations and IT setup for new and existing employees.- Manage office supply inventory, including stationery, pantry stock, and other essentials.- Handle requests for IDs, access cards, and office-related needs.- Arrange food and snacks for employees working late or during meetings.

Meeting and Event Management:- Book and set up conference rooms for meetings.- Assist in arranging team events, celebrations, and office outings.- Manage logistics for town halls, training sessions, or other company-wide events.

Finance and Expense Management:- Collect and verify receipts for reimbursement requests and process them promptly.- Handle vendor payments and maintain accurate payment records.- Follow up on pending payments with finance.- Prepare and submit monthly expense and budget reports for management review.

Operational and Compliance Oversight:- Ensure company policies related to attendance, leave, and reimbursements are adhered to.- Track and assist with compliance-related tasks such as PF, ESI, and other documentation.

Administrative Coordination:- Track and follow up on operational tasks assigned to different departments.- Ensure the smooth functioning of administrative and operational workflows.- Maintain internal communication channels and help disseminate organizational updates.- Organize documents and regularly clean up the Keka's ATS system to ensure accuracy and organization.- Maintain and update employee directories or organizational charts.- Track the completion of onboarding tasks and raise reminders when necessary.

Employee Engagement and Communication:- Send reminders for performance reviews, surveys, or other company-wide tasks.- Assist with creating and sharing organizational updates or newsletters.- Coordinate internal meetings and communications as required.

Required Skills and Qualifications:- Proficiency in Microsoft Office (Word, Excel, PowerPoint) is mandatory.- Strong organizational and multitasking skills with attention to detail.- Basic computer skills, including email and internet usage.- Bachelor’s degree in any discipline or relevant work experience.- 1-3 years of experience in office administration, operations, or a similar role.- Excellent communication and interpersonal skills.- Ability to prioritize and manage multiple responsibilities efficiently.

What We Offer:- A collaborative and supportive work environment.- Opportunities to grow your career and enhance your skills.- Competitive salary and benefits package.

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