Administration Assistant || Simhapuri, Nellore

Role

The incumbent will be responsible for overseeing end-to-end billing operations, ensuring timely and accurate processing of vendor and service bills, managing administrative and supervisory functions across departments, handling PR/PO creation in coordination with finance and procurement, and supervising the garage operations for effective fleet maintenance. The role demands strong coordination, adherence to timelines, and compliance with organizational standards and cost control measures.

Focus Area

1. Billing - 40%
2. Administration & Supervision in Events - 30%
3. PR & PO Creations in SAP - 15%
4. Vehicle Movement - 15%

Role & responsibilities

1. Billing

• Verify, process, and ensure timely submission and clearance of all bills (vendor/service/contractual).
• Maintain accuracy of billing data and compliance with company policy and statutory requirements.
• Coordinate with finance and concerned departments for bill approvals and payments.
• Monitor pending bills, reduce TAT (turnaround time), and ensure zero backlogs.
• Maintain records and reconciliation of billing data on a monthly basis.
• Track cost deviations and initiate corrective actions in consultation with concerned authorities.

2. Administration & Supervision

• Oversee daily administrative operations, housekeeping, security, and maintenance activities.
  
• Supervise subordinate staff ensuring discipline, punctuality, and compliance with safety standards.
• Optimize utilization of resources and ensure cost-effectiveness in administrative spend.
• Maintain compliance with audit and documentation requirements.
• Facilitate smooth coordination between departments and resolve administrative bottlenecks.
• Prepare and submit periodic MIS reports on admin efficiency and budget utilization.

3. PR Creations

• Prepare, verify, and process PR (Purchase Requisition) in alignment with requirement and budget approvals.
• Liaise with procurement and finance for timely approval and release of PR.
• Track open PRs and ensure closure after material/service receipt and verification.
• Maintain updated PR registers and ensure data accuracy in ERP/SAP systems.
• Reduce PR cycle time and track renewal for next time period.

4. Vehicle Movement

• Supervise vehicle maintenance, repairs, and servicing schedules to minimize downtime.
• Monitor fuel consumption, vehicle logbooks, and ensure adherence to preventive maintenance schedules.
• Coordinate with drivers and transport vendors for efficient vehicle utilization.
• Track garage expenses and ensure cost control and record-keeping.
• Maintain vehicle insurance, fitness certificates, and statutory compliances.
• Billing & Financial Process Management Accuracy and timeliness in bill processing; reconciliation and compliance.
• SAP Operation Proficiency in billing, PR/PO creation, and data management systems.

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• Administrative Coordination Strong organizational and supervisory capability for daily plant/office functions.
• Vendor & Procurement Interface Ability to coordinate across departments ensuring smooth purchase flow.
• Fleet & Maintenance Management Understanding of garage operations, cost tracking, and maintenance scheduling.
• MIS & Reporting Preparing detailed monthly reports on billing, administration, and garage performance KPIs.
• Compliance & Documentation Maintaining audit-ready documentation across all functions.

Behavioral & Management Competencies:

• Attention to Detail Ensures precision in billing, documentation, and administrative processes.
• Coordination & Communication — Maintains effective liaison with cross-functional teams and vendors.
• Integrity & Compliance Orientation — Adheres strictly to company and statutory norms in all transactions.
• Time Management — Prioritizes tasks effectively to meet billing and reporting deadlines.
• Leadership & Team Supervision — Guides and motivates subordinates for higher productivity and discipline.
• Continuous Improvement Mindset — Proactively identifies inefficiencies and implements process improvements.

Preferred candidate profile

B.Com / M.Com with 4-8 years of experience in administrative and facility management