Office Assistant - 6 months contract (Off Roll)

Job Description for office assistant

Responsibilities

1. Agreement Printing and Execution Support

(a) Stamp Paper Preparation: Prints agreements on stamp papers post-approval from the Legal team.

(b) Courier and Follow-Up: Ensures timely dispatch of agreements to the respective field team for execution and tracks their delivery.

(c) Uploading Executed Agreements: On receipt of agreements, uploads executed agreements on SharePoint, organized ATM ID-wise.

(d) Agreement Retrieval: Assist in retrieving executed agreement from SharePoint upon request for quick access by Legal team.

2. Courier Tracking

(a) Tracking and Documentation: Monitors all courier activity, collects tracking IDs, and maintains a record of deliveries for accountability and reference.

3. File maintenance and Bank-Wise BL Master Updates

(a) File Number Updates: Files the hard copy of the executed agreements and assigns a number to each file.

(b) BL Master Update: Updates the file number for each ATM ID in bank-wise BL master.

(c) Cross-Verification: Cross-checks the bank-wise BL master regularly to ensure all new agreements are accurately recorded and no discrepancies exist.

4. Stamp Paper Inventory Management

(a) Inventory Maintenance: Tracks the usage of stamp papers, detailing the number available and the number used, categorized state-wise.

(b) Usage Reporting: Prepares periodic inventory report for the Legal team, alerting them when stock level are running low.

(c) Ordering and Follow-Up: Places orders for stamp papers upon Legals approval and ensures timely delivery by coordinating with the vendor and tracking the courier.

(d) Receipt Acknowledgement: Ensures the receipt of stamp papers from vendors is properly documented and any discrepancies are immediately reported to Legal team.

5. S&E and Signage

(a) Uploading S&E Copies: Uploads S&E license copies and updates the Excel sheet alongside.

(b) Document Verification: Verifies that S&E license copies are complete, properly scanned, and readable before uploading them.

(c) Validate new requests and cancellation requests and share with legal team members for approval and further processing.

6. Old Agreement Scanning and uploading

(a) Agreement Uploading: Uploads historical agreements on SharePoint, organized ATM ID-wise.

(b) Data Cleanup: Ensures that old documents are archived correctly to maintain a clutter free and compliant document management system.

7. Invoice Preparation for Vendors

(a) Cross-Checking Invoices: Verifies vendor invoices against assigned work to ensure accuracy and completeness.

(b) Data Validation: Matches invoices with:

(i) The initial list of assigned tasks provided to the vendor.

(ii) License copies/proof of work submitted by the vendor to validate completion of work.

(iii) Preparation for Legal Approval: Prepares and organizes invoices for Legal approval.

(c) Maintains internal for all invoices received/processed.

(d) To follow up with Finance for payment processing and secure details on payment processed and further share with vendors.

Any other task assigned by team.

Skills

(a) Understands basic English

(b) Must have good communication skills

(c) Knowledge of MS Word, Excel

(d) Should be able to draft/ respond to emails/teams message independently.