Back Office Executive

Dear candidate,

Pleasant Greetings from Shubhshree Biofuels Energy Ltd.!

• *ABOUT US:**

Shubhshree biofuels Energy Ltd is the leading contributor in Biomass Supply Chain Management, in India, since 2013\. Spanning across multiple locations in India, we prioritize sustainability and cutting\-edge technology. Shubhshree biofuels energy Ltd has always been a value\-driven organization. Our consistent efforts dedicated to recycling agricultural waste using world class machinery has made us one of the top Biofuels Enterprise.

• *For Further Details, visit us at**: \- https://shubhshreebiofuels.co.in development, we would love to hear from you.

• *JOB DESCRIPTION (JD)**

• *Back Office Executive**

• *Company:** Shubhshree Biofuels Energy Limited
• *Department:** Administration
• *Job Type:** Full\-Time
• *Working Days:** Monday to Saturday
• *Working Hours:** 9:30 AM to 6:30 PM
• *Reporting To:** HR Manager / Management
• *Job Location:** Plot No 8 Ganesh Vihar \-B, Nirman Nagar Jaipur Rajasthan Pin code\-302019

• *1\. Job Objective**

To ensure smooth HR operations, office administration, employee management, documentation, departmental coordination, and timely reporting. The position requires a proactive and organized professional who can manage daily HR and back\-office activities while ensuring accuracy, timely follow\-ups, and accountability.

• *2\. Key Roles \& Responsibilities**

• *A. HR \& Employee Management**

• Monitor daily attendance, late arrivals, absenteeism, missing punches, and leave records for office and plant employees.
• Maintain employee attendance and leave registers and coordinate attendance corrections.
• Assist in recruitment, candidate screening calls, interview scheduling, and follow\-ups.
• Coordinate employee joining formalities, onboarding, and exit documentation.
• Maintain employee files, KYC documents, appointment letters, and other HR records.
• Assist in preparing monthly attendance summaries and verified payroll inputs.
• Coordinate PF, ESIC, and other applicable statutory documentation with the concerned team.
• Monitor employee discipline and report irregularities to management.

• *B. Office Administration \& Back Office Operations**

• Ensure office cleanliness, housekeeping, stationery, consumables, and basic facilities are maintained.
• Monitor assigned official emails and ensure timely responses, forwarding, and follow\-ups.
• Maintain physical and digital records of company documents, agreements, letters, and correspondence.
• Handle scanning, printing, data entry, and updating Excel sheets, ERP, and other company systems.
• Maintain inward/outward courier registers and track important documents.
• Coordinate with vendors and service providers for office\-related requirements.
• Record office expenses, petty cash transactions, vendor bills, and supporting documents.
• Coordinate meetings, record minutes, and follow up on action points.
• Maintain a management instruction tracker and ensure pending tasks are followed up until closure.

• *C. Departmental Coordination**

• Collect daily production reports from all biomass pellet plants.
• Collect and maintain dispatch details, truck records, weighbridge slips, and delivery documents.
• Coordinate with the Purchase Department for raw material procurement and stock reports.
• Coordinate with the Sales Department for pending orders and dispatch updates.
• Follow up with Accounts for invoices, vendor bills, payment documents, and supporting records.
• Maintain tender documentation and track important submission deadlines.
• Collect maintenance, project, and operational reports from the concerned departments.
• Follow up on missing reports and escalate delays to the reporting manager.
• Maintain department\-wise trackers and ensure timely submission of required information.

• *D. MIS \& Reporting**

• Prepare and submit the daily HR \& Back Office MIS.
• Maintain recruitment, attendance, leave, employee documentation, expenses, and pending\-work trackers.
• Prepare weekly reports covering completed work, pending tasks, and departmental follow\-ups.
• Prepare monthly HR and administration reports, including attendance, headcount, joining, exits, expenses, and plant production/dispatch data received from the concerned teams.
• Ensure all reports are accurate, updated, and submitted within prescribed deadlines.
• Highlight delays, discrepancies, and issues requiring management intervention.

• *3\. Daily, Weekly \& Monthly Deliverables**

• *Daily**

• Attendance and leave updates.
• Recruitment calls and interview coordination.
• Email monitoring and departmental follow\-ups.
• Plant production and dispatch report collection.
• Office expense, vendor bill, and courier register updates.
• Management pending\-work tracker updates.
• Daily HR \& Back Office MIS submission before office closing.

• *Weekly**

• Attendance and recruitment status review.
• Employee documentation review.
• Pending management instructions and departmental reports.
• Office expenses, vendor bills, and maintenance follow\-ups.
• Tender and renewal deadline review.
• Consolidated Weekly HR \& Back Office Report.

• *Monthly**

• Attendance and leave summary.
• Verified payroll inputs submitted within the prescribed deadline.
• Employee joining, resignation, and headcount reports.
• PF, ESIC, and applicable statutory documentation coordination.
• Office expense reconciliation with Accounts.
• Employee and company record verification.
• Consolidated plant production and dispatch data.
• Monthly HR \& Back Office MIS by the 3rd working day of the following month.

• *4\. Mandatory Registers \& Trackers**

The employee will be responsible for maintaining and updating the following:

• Employee Attendance \& Leave Register
• Recruitment \& Interview Tracker
• Employee Master \& Documentation Register
• Inward/Outward Courier Register
• Office Expense \& Vendor Bill Register
• Management Pending\-Work Tracker
• Departmental Report \& Follow\-up Tracker
• Daily, Weekly \& Monthly HR \& Back Office MIS
• Tender \& Renewal Tracker
• Plant Production \& Dispatch Data Tracker

• *5\. Qualifications \& Experience**

• Graduate in any discipline; MBA in HR, Business Administration, or a related field will be preferred.
• 1–3 years of relevant experience in HR operations, back\-office coordination, or office administration preferred.
• Freshers with strong organizational and communication skills may also be considered.
• Good working knowledge of MS Excel, Word, email, and data management.
• Experience with HRMS/ERP software will be an advantage.

• *6\. Required Skills \& Competencies**

• Strong organizational and multitasking abilities.
• Good verbal and written communication skills.
• Accuracy in data entry, record maintenance, and reporting.
• Strong follow\-up and coordination skills.
• Ability to manage multiple tasks and meet deadlines.
• Professional conduct and confidentiality in handling employee and company information.
• Proactive approach to identifying pending work and escalating issues.
• Willingness to coordinate with office, accounts, sales, purchase, and plant teams.

• *7\. Performance Evaluation (KPIs)**

Performance will be evaluated on the basis of

• Accuracy and timely updating of attendance and leave records.
• Timely recruitment coordination and interview follow\-ups.
• Completeness of employee and company documentation.
• Timely submission and accuracy of daily, weekly, and monthly MIS.
• Timely collection of plant and departmental reports.
• Effective tracking and closure of management\-assigned tasks.
• Accuracy of office expense, vendor bill, and courier records.
• Timely escalation of delays, discrepancies, and unresolved issues.
• Compliance with company policies and confidentiality requirements.

• *8\. Accountability \& Reporting**

• All assigned tasks must be tracked until completion.
• Pending work must include the reason for delay, responsible person, and expected completion date.
• Important instructions and deadlines must be recorded and followed up.
• Missing documents, discrepancies, and departmental delays must be escalated promptly.
• Financial approvals, disciplinary decisions, and contractual commitments must be referred to authorized management personnel.
• All records must be maintained accurately and made available for management review when required.

• *Note:** The above responsibilities are mandatory and will form part of the employee's performance evaluation. Additional duties related to HR, administration, and back\-office coordination may be assigned by management as required.

• *How to Apply:**

Interested candidates should submit their resume.

Email Id: hr@biomassfuel.co.in / info@biomassfuel.co.in

Contact No: 9773330377

Pay: ₹10,000\.00 \- ₹12,000\.00 per month

Benefits

• Provident Fund

Work Location: In person