Administrative Associate

Job Summary

Coordinates documents and gathers and inputs data related to assigned administrative support duties for a team, department, function, or organizational leader/group. Completes work with a limited degree of supervision, ensuring smooth operations within the human resources function.

Key Responsibilities

1. Administrative Support
   • Conduct research, prepare statistical reports, and address routine to complex information requests.
   • Gather, compile, and verify information to create accurate documents such as reports, presentations, and forms.
   • Maintain databases, spreadsheets, and office systems to support departmental activities.
2. Data Management
   • Perform data collection, entry, and report generation for various departmental activities.
   • Document and maintain departmental policies and procedures.
3. Coordination and Communication
   • Prepare correspondence, schedule meetings, arrange conference calls, and welcome visitors.
   • Respond to or redirect inquiries from internal and external sources about the organization or department.
4. Payment and Vendor Management
   • Prepare documentation for vendor, supplier, and third-party payments.
   • Submit payment requests into the accounting system and respond to related inquiries.
5. Process Improvement
   • Participate as a team member in business improvement assignments and projects.
   • Provide guidance as an informal resource for less experienced colleagues.
6. HR-Specific Responsibilities (for Internal Candidates)
   • Ensure compliance with Indian labor laws, labor and employment regulations, and contract labor management.
   • Support HR operations, 3PL management, flexible hiring, employee engagement, training, development, and stakeholder management.
7. Additional Tasks
   • Perform routine to complex administrative activities as needed per organizational and departmental procedures.

Skills and Qualifications for Internal Candidates

• Expertise in Indian labor laws and employment compliances.
• Strong knowledge of contract labor management and related regulations.
• Proficiency in HR operations , including 3PL management, flexible hiring, and training and development.
• Experience in employee engagement and stakeholder management to drive HR initiatives and foster a productive work environment.

Competencies

• Action Oriented : Tackles new opportunities and challenges with urgency and enthusiasm.
• Communicates Effectively : Delivers clear, multi-mode communications tailored to audience needs.
• Customer Focus : Builds strong relationships and delivers customer-centric solutions.
• Ensures Accountability : Holds self and others accountable to meet commitments.
• Plans and Aligns : Prioritizes work to align with organizational goals.
• Human Resources Consulting : Applies sound judgment and HR expertise to diagnose and resolve organizational challenges while balancing stakeholder needs.
• Data Analytics : Analyzes qualitative and quantitative data to extract insights for decision-making.
• Data Communication and Visualization : Creates compelling data visualizations, reports, and dashboards to communicate findings effectively.
• Values Differences : Recognizes and appreciates diverse perspectives and cultural contributions.

Education, Licenses, and Certifications

• High school diploma or equivalent qualification.
• Compliance with Indian labor laws and regulations may require specific certifications for internal candidates.

Experience

• Significant relevant work experience or specialized skills obtained through education, training, or on-the-job experience.
• For internal candidates: Extensive knowledge of labor laws, contract labor management, HR operations, and employee engagement strategies.