Job Description

Job Description

 

Title: Administration Assistant

Location: NKP, Mumbai

 

Note:

  • Top 3 Specific/ mandatory skills: Proficiency in Microsoft Office (Excel, Word and PPT), Good Communication skill, ability to multi-tasking.
  • Experience range: Experience in working in a corporate minimum 1 year.
  • Open to consider fresher candidates (Yes/No): Yes, if meets with Top 3 Specific skills listed above.
  • Open to consider relocation/ non-local candidates (Yes/No): Yes (with no additional CTC).
  • Project duration: 12 months
  • Shift timings: 9:30 am to 6 pm. May need to sit late to complete the work at times.  No OT for working late.
  • Number of days work from office: All days work from office. Working days Mon to Fri.  If need be may need to come to office on Saturday. No OT for working on Saturday.

 

Required Personality Traits:

  • High integrity and good track record.
  • Ability to multitask.
  • Good communication.
  • Well organized, tech-savy, well verse in Microsoft Office.

 

Description:

A

Tax Compliance related:

I

Monitoring notices, orders issued by various Central and State Tax Authorities.

Ensuring timely and meticulous record of communication from authorities.  Follow up with relevant stakeholders to update Group Tax inwards register with action taken. 

II

Uploading the responses on Government’s tax portals and sharing softcopy submissions with consultants.

Submissions on Government portal is required to be done on need basis however sharing soft copy submission with consultants is regular activity.

III

Ensuring availability of valid  ‘Power of Authority / Attorney’ for team- bi annual exercise.

POAs are required in favor of team members for signing submission on Company’s behalf and for appearance before authorities.  Coordinating with Legal and all the stakeholders to facilitate procuring Stamp Paper, signing by all stakeholders, notarization.

IV

Records management

Place hard copies of notices, orders, submissions, appeals in respective hardcopy file.  Maintain more than 100 files on site in office. Send the old records to Vendor Site, retrieve the records on Vendor site in timely manner for tax hearings by Tax Authorities/ Courts. 

B

Administrative Tasks:

I

Annual BCM Lifecycle management.

Completing all documentation, upload etc. relating to BCP and BIP, conducting Call Tree Test, Business Recovery Solution test, Awareness training. 

II

e-signature dongles for team

Organizing the e-signatures on timely manner, to avoid disruption in deliverables to authorities.

III

IT related support

attending to engineer for printer issues, re-instatement of various access to Local Drives to retrieve emails, raising request for additional disk space for share drive.

IV

Recertification / IRIS access and GRWE Recertification

Assistance and coordination, in recertification of various access, virtual and physical.

V

Vendor payments

On boarding new vendor, validation/recertification of existing vendor, getting Engagement Letters in place, keeping records of compliance with VRM process (SG0 etc.), uploading Els on portal, raising PRs, seeking cost approvals, following up for invoices to ensure timely settlement, opening / tracking / closing POs, keeping track of ‘cost provision’ per budget, actual settlement etc.

VI

SAOs & GIMS (for MRP purpose)

Supporting team in ownership changes, follow ups etc.

VII

Stationary procurement

Keeping track of printing paper and ordering the same in timely manner, ordering other stationary (pens, hard files, file dividers, folders etc.), placing request for printer cartridge (to ensure seamless submissions to authorities).

VIII

Outstation Travel Arrangements.

Obtaining GTAS, cost approvals, selecting relevant flights, making car arrangements.

VIII

Other admin support

Sending documents through Third Party Courier / internal courier, procurement of new laptop, disposal of old laptop liasioning with IT helpdesk, booking meeting rooms, facilitating visitors (advisors) entry in Office complex + office building etc.