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HOMECareers Job Details

BACKOFFICE EXECUTIVE

 10 Vacancies

 Full Time

 Kolkata

Backoffice Related HR, Admin & Accounts Role
Job Purpose

This Role is responsible to contribute to the Administrative Back Office Support for all HR related Processes such as Recruitment, Payroll Coordination, Social Insurances, General Employee Lifecycle, Data Management, Performance Appraisals, Employee Training & development in order to support the Back Office HR Team in delivering their mission.

Key Responsibilities, Duties & Tasks
  1. Recruitment and Selection: Manpower Planning; Talent Acquisition; Creating and Revising Job Descriptions; Recruitment covering Posting Job Ads; Organizing Job Applications; Scheduling & Conducting Job Interviews; Administering New Employment Assessments; Competency Mapping; and Updation of Internal Databases with New Hire Information.
  2. On-Boarding and Induction: Preparation of Employment Contracts; Pre-Employment Checks; Background & Reference Verification Checks; New Employee Orientation; Completion of Joining & Onboarding Formalities and Induction Training.
  3. Attendance and Leave Management: Tracking Staff Attendance Day-wise in the HRMIS; and Track Leave Database, Eligibility, Availed and Closing Balances of Leaves in HRMIS.
  4. Salary Processing & Payroll Mangement: Processing Payroll, which includes ensuring Vacation and Sick Time are tracked in the System; Answering Payroll Questions; Remittance of PF and ESI Contribution; Facilitating Resolutions to any Payroll Errors; and Performing Payroll/Benefit-Related Reconciliations & Claim Settlements; and Reward Management.
  5. General HR Operations: Training Need Analysis; Execution of On-Going Training; Training Evaluations; Capacity Building; Administer HR Policies & Procedures; Confirmations, Probation Reviews, Performance Reviews; Performance Appraisals; Employee Career Progression; Asset Provision & Management; Confirmation, Increment & Promotion Formalities; Handling of Workplace Grievances, Complaints & Disputes; Administer Employee Disciplinary Processes, Answering Employee Questions; Administer Employee Retention & Productivity Strategies; Effective HR Systems Management and Monitoring; Developing, Revising, and Recommending Personnel Policies & Procedures; Employee Welfare & Engagement; Industrial Relations; HR Personnel Files Maintenance; Resignation or Termination Formalities; Full & Final Settlement Formalities; Exit Interviews; and Clearance Certificate Issuance.
  6. Invoicing & Payments: Generation & Timely Submission of Finalized Contract Proposals to Clients through Internal Software Application; Liaising with Clients for Invoicing & Payment Follow Ups; Payment Updation in the Invoicing Software; Certifications/Audit/Invoicing/Payments Related Client Correspondence; Interacting with Customers for Understanding Reasons for Late Payment and Resolving Customer Billing Disputes.
  7. General Administration: Handling all Administrative Activities like Maintenance of Office Equipment, Transport, Housekeeping & Maintenance of Office and Record Keeping of Office Stationery including various Formats & Formats; Monitoring adherence to Statutory Regulations & Compliance with various Governmental Agencies; and Monitoring Disciplinary Issues & Legal Matters.
  8. Back Office Operations: Facility Management; Travel & Ticketing; Hotel Booking; Electricity Bill Payments; Mobile Bill Payments; Petty Cash Management; Inter-Office Correspondence; Confidential Mails; Vendor Management & Event Management; Vendor Management (Negotiation, Finalization of Annual Rate Contracts), Purchases, Repairs and Maintenance; Logistics for Events and Workshops; Maintenance of Company Statutory Compliances; and Courier Management.
  9. Accounting Jobs: Manage all Accounting Transactions; Reconcile Accounts Payable and Receivable; Ensure timely Bank Payments and Depositions to the Bank; Compute Taxes and Prepare Tax Returns; Manage Balance Sheets and Profit/Loss Statements; Comply with financial policies and regulations as per the Indian Accounting Standards; Documents Financial Transactions by Entering Account Information; Preparing Balance Sheet, Profit and Loss Statement, Reconcile Financial Discrepancies by Collecting and Analyzing Account Information; Secures Financial Information by Completing Database Backups; Maintains Financial Security by following Internal Controls; Prepares Payments by Verifying Documentation, and Requesting Disbursements.
Compensation & Benefits
  1. Salary Range 1.2 - 1.5 Lacs Per Annum
  2. Annual Bonus
  3. Travelling Reimbursement
  4. Mobile Allowance
  5. Paid Holidays
  6. Medical Care
  7. Retirement Savings
  8. Other Employee Rewards and Benefits given from time to time
Job Competencies (Knowledge, Experience, Attributes & Skills)
Academic & Professional Qualifications
  1. Bachelor or Masters or Equivalent Degree in Science, Engineering, Commerce, Statistics, Business Administration or any related Field.
  2. Proficiency in Microsoft Office Suite, Advanced Excel and Google Docs.
  3. Good Verbal & Written Communication Skills in English, Hindi & Bengali.
  4. Extensive Knowledge of HR Policies and Systems.
  5. Knowledge of Compensation Strategy, Performance Management, Employee Relations, Safety Practices and Talent Acquisition, and the ability to apply this information in a manner that is compliant with relevant Employment Law.
  6. Experience with creating a Culture of Engagement, Collaboration and Teamwork.
  7. Capable of compiling and analyzing Employment Data to guide Strategic Planning.
Functional Skills, Behavioral Competencies & Attributes
  1. Leadership Skills
  2. Strong Time Management Skills
  3. Project Management Skills
  4. MS Office & System Proficiency
  5. Adaptability & Resilience
  6. Strong Problem-Solving Skills
  7. Strong Active Listening Abilities
  8. Conflict Resolution Management
  9. People Management Skills
  10. Change Management
  11. Strong Decision-Making Skills
  12. Good Interpersonal Skills
  13. Regulatory Compliance Knowhow
  14. Ability to Foster Strong Relationships
  15. Analytical & Multitasking Ability
  16. Excellent Communication Skills
  17. Technological Expertise
  18. Logical & Structured Thinking
  19. Structured Report Making
  20. Ability to Work Under Pressure
  21. Customer Service Skills
  22. Attention to Detail
  23. Risk Management and Analysis
  24. Results Driven and Analytical
  25. Excellent Communication Skills
  26. Teamwork and Collaboration
  27. Certifications Industry Knowhow
  28. Strong Research and Reporting Skills

Our Five Stage Recruitment Process

Screening

We review Job Applications to screen the Candidates for a variety of Criteria.

Interview

We conduct Online & Offline Interviews to shortlist the desired Candidates.

Task

Shortlisted Candidates complete a multi-day Observation Period. We pay for your time.

Offer

We make an Offer to the Candidate who we feel is the best fit for the role.

Onboarding

We Orient the new staff about the Company and their Roles & Responsibilities.

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If you experience any delay in receiving an Email Notification at the end of the Recruitment Process, please send your query to hr@quantumsystems.in.

Quantum Systems does not charge any fee at any Stage of the Recruitment Process (Application, Shortlisting, Interviewing, and/or Offer).

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