Admin Supervisor

Hello,

The Admin Supervisor is responsible for ensuring the smooth day-to-day administration and operational discipline of the company. The role is to monitor processes, maintain records, coordinate between departments, ensure compliance with company procedures, and provide management with accurate reports so that business operations run efficiently.

Key Responsibilities

1. Administration & Documentation

• Maintain all company documents in an organized physical and digital filing system.

• Ensure contracts, agreements, quotations, invoices, purchase orders, work orders, warranties, and project documents are properly filed.

• Maintain employee records and company asset registers.

• Ensure all documents are updated, accurate, and easily retrievable.

2. Office Management

• Supervise daily office operations.

• Ensure office cleanliness and professional appearance.

• Manage office supplies, stationery, equipment, and maintenance.

• Coordinate with vendors and service providers.

3. Employee Administration

• Monitor employee attendance, punctuality, leave, and working hours.

• Maintain attendance records in the HR system.

• Ensure employees follow company policies and office procedures.

• Report absenteeism, misconduct, or policy violations to management.

4. Department Coordination

• Coordinate with Sales, Telecalling, Operations, Accounts, Marketing, and Management.

• Track pending work across departments.

• Follow up to ensure assigned tasks are completed on time.

• Escalate unresolved issues to management.

5. Software & Data Management

• Ensure CRM, ERP, HRMS, and other software are updated daily.

• Verify that employees enter complete and accurate information.

• Monitor data quality and report missing or incorrect entries.

• Maintain digital backups of important records.

6. Compliance Coordination

• Maintain a compliance calendar.

• Coordinate with the CA, accountant, HR consultant, and legal advisor.

• Ensure statutory filings, licenses, renewals, insurance, and registrations are completed on time.

• Maintain compliance documentation.

7. Accounts Coordination

• Coordinate with the Accounts department regarding customer payments, vendor payments, receivables, and payables.

• Track outstanding collections and payment schedules.

• Ensure supporting documents are submitted to Accounts on time.

8. Operational Monitoring

• Monitor quotations, purchase orders, customer orders, deliveries, and installations.

• Ensure work progresses according to schedule.

• Identify delays and coordinate corrective action.

9. Reporting

• Prepare Daily Management Reports (DMR).

• Prepare Weekly Performance Reports.

• Prepare Monthly Administrative Reports.

• Maintain task trackers and department status reports.

• Present pending issues requiring management decisions.

10. SOP & Process Compliance

• Ensure all employees follow company Standard Operating Procedures (SOPs).

• Conduct regular document and process audits.

• Recommend process improvements.

• Help implement new systems and procedures.

11. Customer & Vendor Coordination

• Coordinate with customers regarding documentation when required.

• Maintain vendor records and agreements.

• Ensure purchase and vendor documents are properly maintained.

Key Performance Indicators (KPIs)

• Document filing accuracy.

• Software update compliance.

• Attendance record accuracy.

• Task completion rate.

• Compliance deadlines met.

• Report submission timeliness.

• Office administration standards.

• Employee policy compliance.

• Customer order tracking accuracy.

• Outstanding task resolution time.

Reporting To

Managing Director / Founder

Authority

• Follow up with all departments for pending work.

• Request documents and reports from employees.

• Monitor compliance with company procedures.

• Escalate unresolved issues to management.

• Coordinate with external consultants (CA, HR, legal, software vendor) as authorized.

Core Skills

• Strong organizational and administrative skills.

• Excellent follow-up and coordination abilities.

• Proficiency in Microsoft Office and ERP/CRM software.

• Good communication and reporting skills.

• Attention to detail.

• Ability to handle confidential information.

• Time management and multitasking.

• Problem-solving and accountability.

• It is a Both Recruiter / HR / Admin job for candidates with 0 - 6+ years Experience.