Back Office Executive

We are hiring a smart and organised Admin, Back Office & HR Executive to handle daily office administration, back-end operations, and core HR activities.

Key Responsibilities:

🗂️ Administration

• Manage office supplies, vendors & daily operations
• Handle calls, emails & correspondence
• Maintain filing systems – physical & digital
• Coordinate meetings, travel & events
• Petty cash & expense tracking
• Manage Team working &

🖥️ Back Office

• Data entry & maintaining MIS records
• Prepare reports, presentations & summaries
• Process invoices, purchase orders & forms
• Manage databases & spreadsheets
• Coordinate with sales/operations team

👥 HR

• Post jobs on Apna, Naukri & LinkedIn
• Screen CVs, schedule & coordinate interviews
• Manage onboarding of new joiners
• Maintain employee records & HR database
• Track attendance, leaves & assist payroll
• Handle exit formalities & full-and-final

📋 Compliance

• Assist with PF, ESIC & basic labour compliance
• Draft offer letters, HR policies & documents
• Maintain statutory registers

🖨️ Document Scanning

• Scan physical documents using scanner/copier machines
• Ensure clear, accurate & complete scanning of all files
• Convert physical documents to digital formats (PDF/JPEG)
• Check quality of scanned documents before saving
• Handle bulk scanning of invoices, forms & registers

📁 Record Management

• Maintain proper filing system – physical & digital
• Label, index & organise files category-wise & date-wise
• Create and update document tracking registers/logs
• Ensure easy retrieval of documents when required
• Maintain confidentiality of sensitive documents

🗄️ Physical File Management

• Sort, arrange & store physical files in cabinets/racks
• Maintain inward & outward document register
• Coordinate with departments for document collection
• Dispose of outdated records as per company policy
• Ensure office records are audit-ready at all times

🏛️ Government Payments

• Make online government payments – GST, TDS, PT, PF, ESIC, Stamp Duty etc.
• Prepare challan & payment receipts for all govt. dues
• Track due dates & ensure timely payments without penalty
• Maintain govt. payment calendar & reminders
• Download & save payment acknowledgements & receipts
• Coordinate with CA / consultant for payment details

📒 Payment Record Management

• Maintain proper register of all payments made & received
• Update Excel / Tally with daily payment entries
• Reconcile payment records with bank statements
• Maintain vendor-wise & party-wise payment ledger
• Prepare monthly payment summary reports
• Ensure all payment proofs are properly filed

🔏 DSC (Digital Signature Certificate) Work

• Apply for new DSC & renewal of existing DSC tokens
• Manage & maintain DSC tokens safely
• Use DSC for filing returns, signing documents & portal submissions
• Coordinate with DSC vendors for timely renewal
• Maintain DSC register with expiry dates & users

🏢 ROC Work (Registrar of Companies)

• Assist in preparation & filing of ROC forms (AOC-4, MGT-7, DIR-3 KYC etc.)
• Maintain company statutory registers & minute books
• File annual returns & other MCA portal submissions
• Track ROC due dates & compliance calendar
• Coordinate with CS / CA for ROC filings
• Maintain copies of all filed documents & SRN numbers

⚖️ Advocate / Legal Work

• Coordinate with advocates & legal consultants
• Arrange & submit required documents for legal matters
• Maintain records of all legal cases & correspondence
• Follow up on court dates, notices & legal replies
• Draft basic letters, notices & legal correspondence
• Maintain confidentiality of all legal documents

📝 Miscellaneous Work

• Handle notary, affidavit & stamp paper work
• Assist in license renewals – Gumasta, Trade License, FSSAI etc.
• Manage courier, dispatch & document delivery
• Coordinate with banks for account-related work
• Handle any other admin & compliance tasks as assigned