6 days a week & compulsory working on Saturday & Sunday . candidate shall get one weekly off between monday to friday





Position brief – The incumbent would be located at vashi store of the company. He/she would report to the store manager. His role shall be to ensure effective administrative support for smooth store operations by coordinating with all functions at Head office



ACCOUNTABILITES:



• Accurate Petty Cash Management

• Documentation & Filing – Timely & accurately as instructed

• Timely Bill processing & payments

• Store Stationary Stock Management – healthy & abundant



ROLE DESCRIPTION:

• To coordinate, organize and attend to Internal –External Audit and ISO Audit as per the requirement. To solve the queries and NCR’s with the help of SM and H.O.

• To coordinate, organize and attend to Annual ( or half yearly as per the need) Stock Taking Audit team for proper conduction of stock taking in the store. Ensure that the Stock files are sent (through ftp or mail) to HO and uploaded properly to the system. To cross check the stock variance after upload matches to store stock take report.

• To systemize all manual documents if any raised due to system failure – with prior approval from HO – Commercial.

• To check store records properly, and discard unwanted papers and “bind tax invoice in book format with all the supporting documents – tax invoice/credit note if any/ customer complaint resolution report if any/purchase order copy if any” - in the set of 100 invoices – keep it in store for audit purposes.

• Previous year records after the audit is over should be sent to DC – Record Room for safe keeping of records as and when instructions are given from HO – Accounts / Commercial. Care should be taken while sending to properly pack and send list of records sent.

• To send Local Vendor Invoice, Purchase Invoice, Octroi invoice to HO – with proper GRN and acknowledgement – security inward – security outward – security seal / stamp on daily basis.

• To ensure sending of the Manual Cash Memo Book/QDN/MEN/MDR & Scrap sale note to HO – Commercial Department after completion with proper details for issue of new book in the place of the older one.

• To monitor all the Local Vendor / Utility Bills (Telephone, Mobile, Electricity, DG, Mall Rent, AC, Lift, Guest House Rent bills, Transport / Logistics Bills, Housekeeping Bills, security , hotel bills etc.), check them and send it to HO – Accounts Department with proper approval of SM and Security Inward.

• To send VRF with attachment as required for new vendor creation at H.O. accounts.

• To ensure that all the Customer Data Sheet / Help Us To Serve You Better / Customer Complaints- Suggestions– Feedbacks if any are sent to HO – Marketing Department on daily basis

• To effectively co-ordinate with all the back-end functions for smooth operations and for any trouble-shooting requirements.

• To effectively monitor maintenance of various store registers as prescribed from time to time.

• To create OBD and Tax invoice with regard to customer delivery with correct data. Get the outward done for the Tax invoice in the security outward.



IT Department:

• To ensure the maintenance of all computer systems / fax machine / printers /barcode scanners and PDT

• To ensure timely deletion of all unwanted files, emails, from the system to ensure smooth functioning of the system and backup of POS system

• To update and solve system problems with the help of IT department.

• To ensure Sync run for POS system 3 times a day in co-ordination with the Cashier / IT.

• To maintain connectivity of Tulips/Aircel as primary and Broadband as Secondary – incase of breakdown contact local service centre, log the ticket and rectify the same.

• To ensure proper usage of SAP system at store and report to HO-IT in case of any performance issues.

• To follow up with local AMC partner for timely servicing of IT installations at store and send service reports to Head office -IT



Human Resources:

• To send joining updates of new employees & complete all joining formalities and send their documents to HO - HR along with their uniform requisition immediately.

• To send attendance summary of the Store staff on the 26th of each month as well as assemblers, house keeping, security and loaders by 1st of every month. To report any unauthorized absenteeism.

• To check bills of housekeeping and security staff and send the bills to HO – accounts

• To address all admin related issues such as – security / housekeeping / lockers

• To ensure that all grooming standards of all store personnel at store is maintained. To take necessary corrective actions to improve in consultation with the Store Manager.

• To ensure proper store and business development (Inst Sales) employee’s exits as per the policy and thorough handover of charge has taken place including all company’s provided assets.

• Timely dispatch of accepted Resignation copy , Exit Interview Form and clearance certificate along with the all assets to HO HR and send the dispatch details to HO HR

• Visit PF / ESIC offices as and when required – maintain records of the same.



ACCOUNTS & LEGAL

• Municipal Licenses / Commercial licenses – renewal / updation / license fee / payments etc must be informed to HO – Accounts

• Weights and Measures / Octroi / Sale Tax – fees, payments etc as and when required – maintain all documents under custody.

• To maintain Petty cash / Suspense records & timely upkeep for cash flow (Inward/Outward).

• To ensure proper entries have been made in FBCJ for Debit/Credit vouchers with supporting bills/documents related to Day to day expenses.

• To receive day end report from POS system through Cashier and verify the daily collection and system report from Cashier. Get this report signed by Cashier, store Manager and signed by self in absence of Asst. Admin Officer.

• To prepare final Day End Report for Store by consolidating SAP collection and POS collection in POS and generate the report. Sign this report jointly with Store manager. Keep the collections in the SAFE BOX in absence of Asst. Admin Officer.

• Deposit Previous Day collection of Cash & cheque in CMS collection. Send the Deposit slips acknowledgement , POS collection report and Store Day end Report ( as in above point) to HO accounts by courier in absence of Asst.Admin Officer.



Projects / DC:

• To maintain the AMC related to Lift, Air Conditioner, DG, Computer, RO Plant, Water Purifier, Water Cooler, Pest Control etc.

• To co-ordinate with project maintenance team for any problems related to AC, Lift, DG, Electricity, Music System, Water leakage, Neon Sign board, Fire Extinguisher etc.

• To co-ordinate with Logistics Department and ensure timely arrival of goods from DC.

• To Send Delivery Vehicle report every month with required confirmation from Store Manager to HO -Project Department



Reports:

To prepare and send the following reports timely –

• Daily Walk- in reports

• Fire Fighting Drill and Inspection Report / Equipment Check Report / Framing Special Task Force Team