Admin & Accounts Executive

Job Description

Admin & Accounts Executive

Company: Noah Infrastructures / Gridstone Architects

Location: Chennai

Employment Type: Full-Time

About the Role

We are looking for a proactive, organized, and detail-oriented Admin & Accounts Executive to manage the day-to-day administrative, accounting, HR coordination, and project documentation functions of the company. The ideal candidate should possess strong organizational skills, excellent communication, and basic accounting knowledge to support smooth office operations.

Key Roles & Responsibilities

1. Office Administration (40%)

• Manage day-to-day office administration.
• Ensure smooth functioning of the office environment.
• Maintain office supplies, stationery, and pantry inventory.
• Coordinate housekeeping and office maintenance.
• Handle courier, postal, and document dispatch.
• Manage incoming phone calls and visitors.
• Schedule meetings and maintain meeting calendars.
• Organize travel arrangements and accommodation when required.
• Maintain office assets and inventory records.
• Prepare, print, scan, and file project documents.
• Coordinate with vendors for office requirements.

2. Accounts (25%)

• Prepare quotations, invoices, and purchase orders.
• Maintain daily accounts and petty cash.
• Record all expenses and receipts.
• Follow up with clients regarding outstanding payments.
• Coordinate vendor payments.
• Assist in GST documentation and statutory records.
• Coordinate with Chartered Accountant for accounting compliance.
• Maintain bank transaction records.
• Prepare monthly expense reports.
• Maintain project-wise financial records.

3. Client Coordination (15%)

• Serve as the first point of contact for clients.
• Schedule client meetings.
• Maintain client database and CRM.
• Coordinate project-related documentation.
• Send proposals, quotations, and agreements.
• Follow up with clients for approvals and payments.
• Handle incoming emails and enquiries professionally.
• Maintain records of client communications.

4. HR & Staff Administration (10%)

• Maintain employee attendance and leave records.
• Assist in recruitment and interview scheduling.
• Prepare employee joining documentation.
• Maintain employee files and HR records.
• Coordinate onboarding and induction.
• Maintain staff contact information.
• Assist in organizing staff meetings and training sessions.
• Support employee welfare activities.

5. Project Administration (10%)

• Create and maintain project files.
• Maintain drawing issue registers.
• Track project submissions and approvals.
• Coordinate with architects, consultants, and site engineers.
• Maintain consultant contact database.
• Archive completed project documents.
• Organize project-related correspondence.
• Maintain document version control.

Required Qualifications

• Bachelor's Degree in Commerce, Business Administration, or equivalent.
• 25 years of experience in Administration and Accounts.
• Experience in Architecture, Construction, or Interior Design firms will be an added advantage.

Required Skills

Technical Skills

• Microsoft Excel (Advanced)
• Microsoft Word
• Microsoft Outlook
• Google Workspace
• Tally Prime / Zoho Books (Preferred)
• Basic knowledge of GST documentation
• PDF editing software

Soft Skills

• Excellent communication skills
• Strong organizational ability
• Time management
• Attention to detail
• Multitasking capability
• Professional attitude
• Confidentiality and integrity
• Problem-solving skills

Key Performance Indicators (KPIs)

• Timely preparation of invoices and quotations.
• Accurate maintenance of financial records.
• Timely collection and follow-up of receivables.
• Efficient management of office operations.
• Proper maintenance of employee records.
• Zero loss of project documents.
• Timely coordination of meetings and project documentation.
• High level of accuracy in administrative work.