Office Assistant

Job Title

Job Description Summary

Job Description

POSITION DETAILS

• Job Title: Office Assistant
• Employment Type: 12 Months Contract  [C&W]
• Location: On-site – 6 days a Week
• Shift Timings: 10.00 AM – 7.00 PM & 1:00 PM – 10:00 PM IST [Rotational as per Business Needs]

JOB DESCRIPTION (SUMMARY)

The Office Assistant serves as an administrative and operational support resource for the core Human Resources team. The primary focus of this role is to assist the HR team in executing daily transactional workflows, maintaining employee lifecycle records, and ensuring strict data integrity. This position does not own strategic HR processes, but rather acts as an execution partner to ensure the HR department remains audit-ready, compliant, and operationally efficient.

As a vital support face within the office, the ideal candidate must consistently present themselves as a professional and conduct themselves confidently when interacting with team members, employees, and external vendor partners.

DUTIES AND RESPONSIBILITIES

• Professional Representation: Present oneself confidently and professionally at all times as a representative of the HR department, maintaining a polished demeanor in all workplace interactions.
• Onboarding & Screening Support: Assist the HR team with daily onboarding formalities. Help gather candidate documents, initiate Background Verifications (BGV) under team guidance, and track the status of mandatory drug tests.
• Documentation & Filing Assistance: Support the HR team in creating and organizing physical and digital personnel files. Ensure files are kept up to date and structured to remain audit-ready for internal and external reviews.
• Benefits Administration Support: Assist in updating employee rosters for corporate programs. Coordinate with the HR team to process additions and deletions for corporate insurance, DKM system entries, and 1to1 Help platforms.
• Data Maintenance Support: Assist the HR team by executing routine Master Data updates in the HR system to maintain data accuracy.
• Report Generation: Help extract and compile recurring or ad-hoc HR data reports from systems as directed by the HR team.
• Meeting & Calendar Coordination: Support the HR team with administrative tasks, including managing shared calendars, scheduling team meetings, and coordinating internal events.
• Attendance & Exception Tracking: Assist in compiling and tracking daily, weekly, and monthly attendance logs. Help update and maintain the Work From Home (WFH) exception tracker based on team inputs.
• Leave Record Assistance: Support the administration of special leave types by maintaining and updating the maternity leave tracker.
• Payroll Documentation Support: Assist the HR team in validating DKM data entries and putting together essential monthly payroll documentation and compliance files.
• Ad-hoc Stakeholder Support: Provide flexible, general administrative support to HR team members and stakeholders on miscellaneous tasks as assigned.

QUALIFICATIONS

Required Education:

• Bachelor’s Degree in any field (Preferably Business Administration, Human Resources, Commerce, or a related field).

Required Technical Training or Professional Licensing:

• Basic, foundational knowledge of Microsoft Office (specifically Microsoft Excel and Word). 

Preferred Technical Training or Professional Licensing:

• Willingness and capability to quickly learn basic MS Excel skills (data entry, sorting, filters) and exposure to standard office software.

Languages:

• English: Basic written and verbal communication for system updates, emails, and professional interactions.
• Hindi / Telugu: Fluency in local languages to coordinate comfortably with vendor partners, team members, and office staff.

WORK ENVIRONMENT

• On-site / Corporate Office Environment. Fast-paced setting requiring constant collaboration with and support of the on-site HR team.
• Ready to work 6 days a week.

• Shift Timings: 10.00 AM – 7.00 PM & 1:00 PM – 10:00 PM IST [Rotational as per Business Needs]

TRAVEL REQUIRED

• Minimal to None (0% – 5%). The role is strictly desk-based and office-focused. However, based on business needs, this role may occasionally require local travel.

COMPETENCY

• Professionalism & Confidence: Ability to present oneself in a polished, professional manner, communicating confidently with GIC stakeholders and maintaining a positive work presence.
• Support Orientation: A strong willingness to learn, follow instructions closely, and assist team members reliably.
• Attention to Detail: Ability to input data accurately into trackers, files, and spreadsheets without errors.
• Confidentiality & Discretion: High level of trustworthiness when handling sensitive employee personal files, medical results, and data.
• Reliability & Dependability: Consistency in completing assigned routine tasks on time to help the broader team meet deadlines.
• Basic Organization: Capability to keep physical and digital folders neatly filed and structured according to instructions.
• Ad-hoc Stakeholder Support: Provide flexible, general administrative support to HR team members and other stakeholders on miscellaneous tasks as assigned.