Understanding the Role of the Admin Department Within HR: How Does It Impact Your Company?

The administration department is a part of the HR department. What is the role of the admin department in the company?

Difference Between HR and Admin Departments

In many companies, HR and Admin departments are distinct. When we consider HR, it involves recruitment, selection, promotion, training, and employees' rights under labor laws such as maternity leave, bonuses, gratuity, PF, and ESIC.

On the other hand, the Admin department deals with external affairs, such as managing contracts, renewals, ensuring timely payments to transport contractors, handling office equipment like air conditioning units, purchasing office supplies, maintaining office premises, arranging conference rooms, and seating plans.

Regards,

Job Responsibilities

Administrative Officer

1. Ensure general office discipline and attendance of personnel.

2. Take care of reimbursement claims of personnel, such as proper checking of traveling, conveyance, telephone/mobile phone expense bills, etc., ensuring control and timely payment of the same after approval from the competent authority.

3. Check suppliers' bills and forward only authorized bills to the accounts department for payment.

4. Procure and maintain office equipment/furniture/fixtures to ensure their serviceability and AMC.

5. Procure and issue stationery to various divisions, maintain proper records, and manage sundry equipment like mobile phones, telephones, calculators, etc.

6. Maintain a proper record of company assets issued to marketing personnel and ensure accountability.

7. Ensure general office maintenance like housekeeping, pest control, hygiene, electrical and mechanical, sanitary and plumbing, space management, and minor repairs (carpentry, masonry, furniture, painting, etc.).

8. Deal with vendors/service providers like suppliers, couriers, manpower consultants, etc.

9. Source manpower as per the requisition of the respective division, completing joining and exit formalities, etc.

10. Handle legal cases and ensure their proper follow-up.

11. Ensure statutory liabilities and timely renewal of trade licenses, property tax, etc.

12. Manage substaff.

Job Responsibilities

Administrative Officer

1. • To ensure general office discipline and attendance of personnel.

2. • To take care of reimbursement claims of personnel, such as proper checking of traveling, conveyance, telephone/mobile phone expense bills, etc., ensuring control and timely payment of the same after approval by the competent authority.

3. • To check suppliers' bills and forward only authorized bills to the accounts department for payment.

4. • Procurement and maintenance of office equipment/furniture/fixtures to ensure their serviceability and AMC.

5. • Procurement and issue of stationery to various divisions, maintaining their proper records, and maintenance of sundry equipment like mobile phones, telephones, calculators, etc.

6. • To maintain proper records of company assets issued to marketing personnel and ensure accountability.

7. • To ensure general office maintenance, including housekeeping, pest control, hygiene, electrical and mechanical, sanitary and plumbing, space management, and minor repairs (carpentry, masonry, furniture, painting, etc.).

8. • To deal with vendors/service providers like suppliers, couriers, manpower consultants, etc.

9. • Sourcing manpower as per requisition of the respective division, completing joining & exit formalities, etc.

10. • To take care of legal cases and their proper follow-up.

11. • To ensure statutory liabilities and timely renewal of trade licenses, property tax, and taking care of banking-related issues.

12. • Sub-staff management.

Regards,
Tuhin Mitra
Admin Officer & HR