The Administrative Assistant specializing in Vendor Management and Payroll Compliance plays a vital role in supporting the administrative functions related to handling vendors, managing employee benefits such as Provident Fund (PF) and Employee State Insurance (ESI). This role involves coordinating vendor relationships, ensuring compliance with PF and ESI regulations, and providing administrative support to the organization in these areas. The primary responsibilities of an Administrative Assistant specializing in Vendor Management and Payroll Compliance typically include:

Vendor Management:

• Assisting with the procurement process, including vendor selection, negotiation, and contract management.
• Maintaining vendor databases, including contact information, contracts, and performance records.
• Coordinating vendor communications and resolving any vendor-related issues or disputes.
• Ensuring timely payment of vendor invoices and reconciling accounts payable records.
• Conducting periodic vendor performance reviews and evaluating vendor quality and cost-effectiveness.

Provident Fund (PF) and Employee State Insurance (ESI) Administration:

• Managing the PF and ESI enrollment process for employees, ensuring compliance with legal requirements and documentation.
• Maintaining accurate employee records related to PF and ESI contributions and deductions.
• Coordinating with finance and HR departments to process PF and ESI payments accurately and on time.
• Preparing and submitting PF and ESI reports and returns as required by the regulatory authorities.
• Keeping abreast of changes in PF and ESI regulations and ensuring the organization's compliance with applicable laws.

Recordkeeping and Reporting:

• Maintaining accurate and up-to-date records of vendor contracts, invoices, and payments.
• Generating reports related to vendor performance, expenses, and compliance metrics.
• Compiling and analyzing data related to PF and ESI contributions, deductions, and compliance.
• Assisting in the preparation of periodic reports for management and regulatory purposes.

General Administrative Support:

• Providing general administrative support, such as handling correspondence, scheduling meetings, maintaining office supplies, and assisting with document preparation.
• Collaborating with cross-functional teams and departments to ensure smooth workflow and effective communication.
• Assisting with ad hoc administrative tasks and projects as assigned by supervisors or management.

Qualifications and Skills:

• High school diploma or equivalent (additional education or certification in finance, human resources, or related fields is a plus).
• Knowledge of vendor management processes, contract negotiation, and procurement practices.
• Familiarity with PF and ESI regulations and procedures.
• Proficiency in office software (e.g., Microsoft Office Suite, spreadsheet applications).
• Strong organizational and time management skills.
• Attention to detail and accuracy in financial and recordkeeping tasks.
• Excellent written and verbal communication abilities.
• Ability to handle sensitive and confidential information with discretion and integrity.
• Problem-solving and analytical skills.
• Strong interpersonal skills and a professional demeanor.