Administrative Support Specialist

1 month ago

Chennai, Tamil Nadu, India Verifitech Services - India Full time

Job Summary

Verifitech Services - India is seeking an experienced Administrative Assistant to specialize in Vendor Management and Payroll Compliance. This role involves coordinating vendor relationships, ensuring compliance with Provident Fund and Employee State Insurance regulations, and providing administrative support to the organization in these areas.

Key Responsibilities

  • Vendor Management
    • Assist with the procurement process, including vendor selection, negotiation, and contract management.
    • Maintain vendor databases, including contact information, contracts, and performance records.
    • Coordinate vendor communications and resolve any vendor-related issues or disputes.
    • Ensure timely payment of vendor invoices and reconcile accounts payable records.
    • Conduct periodic vendor performance reviews and evaluate vendor quality and cost-effectiveness.
  • Provident Fund (PF) and Employee State Insurance (ESI) Administration
    • Manage the PF and ESI enrollment process for employees, ensuring compliance with legal requirements and documentation.
    • Maintain accurate employee records related to PF and ESI contributions and deductions.
    • Coordinate with finance and HR departments to process PF and ESI payments accurately and on time.
    • Prepare and submit PF and ESI reports and returns as required by the regulatory authorities.
    • Keep abreast of changes in PF and ESI regulations and ensure the organization's compliance with applicable laws.
  • Recordkeeping and Reporting
    • Maintain accurate and up-to-date records of vendor contracts, invoices, and payments.
    • Generate reports related to vendor performance, expenses, and compliance metrics.
    • Compile and analyze data related to PF and ESI contributions, deductions, and compliance.
    • Assist in the preparation of periodic reports for management and regulatory purposes.
  • General Administrative Support
    • Provide general administrative support, such as handling correspondence, scheduling meetings, maintaining office supplies, and assisting with document preparation.
    • Collaborate with cross-functional teams and departments to ensure smooth workflow and effective communication.
    • Assist with ad hoc administrative tasks and projects as assigned by supervisors or management.

Qualifications and Skills

  • High school diploma or equivalent (additional education or certification in finance, human resources, or related fields is a plus).
  • Knowledge of vendor management processes, contract negotiation, and procurement practices.
  • Familiarity with PF and ESI regulations and procedures.
  • Proficiency in office software (e.g., Microsoft Office Suite, spreadsheet applications).
  • Strong organizational and time management skills.
  • Attention to detail and accuracy in financial and recordkeeping tasks.
  • Excellent written and verbal communication abilities.
  • Ability to handle sensitive and confidential information with discretion and integrity.
  • Problem-solving and analytical skills.
  • Strong interpersonal skills and a professional demeanor.

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