Executive - HR And Admin

About Nayreet Architects

Nayreet Architects is a multidisciplinary professional firm engaged in Architectural Consultancy, Project Management, Building Construction, Interior Design & Construction, and Real Estate Development.

We are looking for a dedicated, organized and responsible HR & Admin Executive to manage day-to-day human resource, administrative and tender-related activities. The ideal candidate should have good knowledge of HR operations, office administration, employee management, recruitment, documentation and tender coordination.

The candidate should be proactive, detail-oriented and capable of working independently as well as collaboratively with management, employees, project teams and external organizations in a dynamic and challenging work environment.

 Position Summary

The selected candidate will be responsible for supporting and managing the company's human resource, office administration, employee coordination and tender management activities.

The role will involve maintaining employee records, monitoring attendance and leave, assisting with payroll-related information, supporting recruitment and HR activities, coordinating office administration, managing correspondence, monitoring tender opportunities and submissions, and ensuring timely completion and dispatch of important documents.

The candidate will also be expected to maintain proper documentation, ensure effective follow-up and coordination, support management in HR and administrative matters and complete assigned tasks within the required deadlines.

 Key Responsibilities

Human Resources Management

• Maintain and update employee records, including attendance, leave, working hours and payroll-related information.
• Monitor the day-to-day attendance, activities and discipline of employees and support staff.
• Prepare regular HR reports and employee-related statements for management.
• Assist in developing, implementing and updating HR policies, procedures and employee guidelines.
• Support recruitment activities, including job posting, candidate sourcing, CV screening, interview coordination, selection and joining formalities.
• Maintain proper documentation relating to employee appointments, personal files, leave, performance and other HR matters.
• Assist management in handling employee-related issues, grievances, disciplinary matters and workplace coordination.
• Support employee onboarding, orientation and other HR-related activities.
• Assist in organizing employee meetings, events and engagement activities.
• Maintain confidentiality of employee and company information.
• Perform other HR-related responsibilities as assigned by management.

Administration & Office Management

• Manage day-to-day office administration and ensure smooth and efficient office operations.
• Receive and welcome visitors, clients and other guests professionally.
• Handle internal and external communication, correspondence, emails, letters and official documents.
• Arrange and coordinate weekly meetings, management meetings, staff meetings and employee events.
• Maintain proper records of administrative documents, correspondence and office-related information.
• Coordinate with different departments and project teams for administrative requirements.
• Assist management in preparing letters, notices, reports and other official documents.
• Coordinate the timely dispatch and submission of documents to concerned persons, offices and organizations.
• Monitor office supplies, stationery and other administrative requirements as necessary.
• Perform other administrative responsibilities assigned by management.

Tender Management & Monitoring

• Monitor tender notices and identify relevant tender opportunities for management's consideration.
• Maintain a tender register containing details of ongoing, submitted and completed tenders.
• Collect and review tender notices, tender documents and submission requirements.
• Coordinate with management, technical personnel and concerned departments regarding tender preparation and submission.
• Follow up on the preparation of quotations, BOQs, company documents, bills, TA/DA documents and other tender-related requirements.
• Monitor tender submission deadlines and ensure that all required documents are prepared and submitted within the stipulated time.
• Coordinate the printing, compilation, binding, packaging and dispatch/submission of tender documents where required.
• Follow up with concerned personnel to ensure timely completion and approval of tender documents.
• Maintain proper records of submitted tenders, submission dates, tender results and related correspondence.
• Monitor post-submission communications, clarifications and other tender-related requirements.
• Provide regular updates to management regarding tender opportunities, submission status, deadlines and outcomes.
• Ensure proper filing and digital documentation of all tender-related records.

 HR, Admin & Management Coordination

• Coordinate effectively with management, employees, consultants, project teams and external organizations.
• Prepare and maintain reports, registers, schedules and records as required.
• Ensure timely follow-up on assigned tasks and pending matters.
• Assist management in implementing company policies, procedures and administrative decisions.
• Maintain proper physical and digital filing systems.
• Handle confidential company information with appropriate discretion.
• Manage multiple responsibilities and ensure timely completion of assigned work.
• Perform any other HR, administrative, tender or coordination responsibilities assigned by management from time to time.