ADMIN/HR EXECUTIVE

Organization: Universal Biotechnology Private Limited

Open for Location: New Delhi

Position Summary:

The Admin/HR Executive will be responsible for managing daily office administration, coordinating facilities and vendors, maintaining employee and administrative records, and supporting key HR activities.

The role requires strong organisational skills, attention to detail, professional communication, and the ability to ensure smooth office operations while providing timely support to employees and management.

Primary Responsibilities:

·         Manage day-to-day office administration and ensure that office facilities, supplies, and support services are available and functioning properly.

·         Coordinate housekeeping, pantry, security, office cleanliness, and routine maintenance activities.

·         Handle incoming calls, visitors, couriers, and general administrative enquiries professionally.

·         Maintain stock records for stationery, pantry supplies, housekeeping materials, and other office consumables; arrange replenishment within approved budgets.

·         Obtain vendor quotations, prepare comparisons, and coordinate approved purchases and service arrangements.

·         Follow up with vendors for timely delivery, satisfactory service, invoice submission, and resolution of pending issues.

·         Maintain records of office assets, including laptops, mobile phones, furniture, and equipment, along with issue, return, and acknowledgement records.

·         Coordinate repairs and servicing of office equipment, furniture, electrical systems, internet connections, and other facilities.

·         Track utility bills, subscriptions, maintenance contracts, and service renewal dates; submit payment requests to Accounts on time.

·         Verify administrative bills against approved purchases or completed services and maintain supporting documents.

·         Support recruitment activities, including job posting, résumé screening, interview scheduling, candidate coordination, and interview follow-up.

·         Coordinate joining formalities, employee documentation, induction, ID cards, attendance setup, and onboarding requirements.

·         Maintain employee personal files, attendance records, leave records, and other HR documentation in an organised and confidential manner.

·         Prepare and maintain employee letters, confirmation documents, salary-related records, and other HR correspondence as authorised.

·         Support payroll processing by providing accurate attendance, leave, new-joiner, exit, and salary-related inputs to Accounts or management.

·         Coordinate employee exits, including resignation documentation, clearance, asset handover, and exit checklists.

·         Assist in implementing company policies, employee communication, engagement activities, and workplace discipline.

·         Maintain updated records of employee information, statutory documents, training records, and HR trackers.

·         Arrange travel, accommodation, local transport, meetings, and office events as approved by management.

·         Maintain organised physical and digital files for vendors, purchases, assets, employee records, and administrative correspondence.

·         Track assigned tasks, pending approvals, expenses, recruitment status, employee requests, and service issues; submit regular reports to the reporting manager.

·         Maintain confidentiality of employee, salary, business, and company information.

·         Follow company policies and escalate delays, employee concerns, or unresolved administrative issues promptly.

Qualifications

·         Graduate in Human Resources, Business Administration, Commerce, Arts, or a related discipline.

·         1–3 years of experience in administration, HR operations, recruitment coordination, or a similar role.

·         Relevant training or certification in Human Resources, office administration, or payroll administration will be an advantage.

Other Requirements

Preferred Background

·         Experience working in a trading, distribution, healthcare, life-science, manufacturing, or other office-based business.

·         Practical experience in recruitment coordination, employee documentation, attendance and leave management, onboarding, and exit formalities.

·         Exposure to vendor coordination, office purchasing, asset records, and administrative expense tracking.

·         Basic understanding of payroll inputs, HR policies, employee records, and workplace compliance requirements.

Other Requirements

·         Good written and verbal communication skills in English and Hindi.

·         Working knowledge of MS Excel, MS Word, Google Sheets, professional email communication, and HR record-keeping systems.

·         Strong organisational skills, attention to detail, and the ability to maintain accurate records.

·         Ability to manage multiple tasks, prioritise requirements, and follow up until completion.

·         Basic ability to compare quotations, verify bills, maintain expense records, and prepare administrative reports.

·         Professional and approachable behaviour when dealing with employees, candidates, visitors, vendors, and service providers.

·         Ability to handle confidential employee and company information with discretion and integrity.

·         Strong coordination, interpersonal, and problem-solving skills.

·         A dependable approach with ownership, discipline, and a willingness to support both administrative and HR functions.

·         Willingness to visit vendors, service centres, or other company locations for authorised administrative or HR-related work when required.

Job Function: Human Resources | Recruitment Coordination | Employee Records | Attendance and Leave Management | Office Administration | Facilities Coordination | Vendor Management

Schedule: Full-Time | Monday to Saturday | 09:30 AM – 6:30 PM