Workplace Ecosystems Associate

Employment Type : Contractual

Reporting Relationship : Workplace Ecosystems Associate >

Lead, Workplace Ecosystems

No. of Positions : 3

Location : Jamshedpur

Purpose of the Role : Responsible for managing document despatch and travel-related operations across units (except Jamshedpur), ensuring accurate record-keeping, compliance with policies, and smooth coordination with vendors, couriers, and internal teams. The role also includes invoice verification, expense auditing, and supporting administrative tasks.

Key Deliverables :

1. Document Handling & Despatch - Receive, sort, and log all incoming letters, invoices, packages, and couriers; route to appropriate staff / verticals. Prepare and arrange dispatch of outgoing correspondence, ensuring correct labelling and liaison with courier services. Process vendor invoices and purchase orders; track status and resolve discrepancies.

2. Record Keeping & Inventory Control - Maintain accurate digital and physical logs of incoming / outgoing documents and delivery receipts. Organize systematic filing systems and conduct periodic audits of office supplies. Track movement of important documents and provide timely status updates.

3. Travel & Expense Management - Review and validate invoices related to hired vehicles and ground transportation. Compare invoices with approved travel requests, toll receipts, and distance calculations. Create and maintain auditable expense reports monthly for compliance with company travel policies; identify non-compliance or duplicate payments. To periodically update the travel portal as per the billing requirements.

4. Discrepancy Resolution & Vendor Coordination - Communicate with employees, vendors, and travel agencies to resolve billing discrepancies and missing documentation. Handle vendor inquiries regarding payment status and invoice details professionally.

5. Reporting & Analysis - Generate regular and ad-hoc reports on dispatch, travel expenses, and cost-saving opportunities. Assist in financial audits by preparing relevant documentation.

6. System & Data Management - Maintain accurate data starting from data entry of records of all travel expenses, vendor invoices, and dispatch logs, to create reports for management use. Support setup and maintenance of vendor information and process Tata Steel Gate Pass for staff.

7. Database Maintenance : Accurately inputting, updating, and maintaining data within Excel spreadsheets and workbooks, Structuring data efficiently into tables, Utilizing advanced Excel features like pivot tables, VLOOKUP / HLOOKUP, and functions to analyze data, generate reports, and create visualizations or dashboards for decision-making.

8. Office Support & Event Coordination - Assist with clerical tasks (scanning, photocopying, word processing, physical document / folders transfer within the Organization), Monitor and manage office supplies inventory; place orders as needed. Contribute to planning and organizing events and activities.

9. Confidentiality - Handle sensitive documents (legal, financial, etc.) with discretion and ensure security throughout processes.

Minimum Qualification :

Graduation in any field.

Minimum Work experience in years :

0-4 Years of experience.

Technical Competencies :

Excellent knowledge of MS Excel Skills and proficiency in MS Office is a must.

Vendor Management, Negotiation skills

Administrative Skills

Behavioral Competencies :

Aligned to Tata Values as per Tata Code of Conduct (TCOC).

Good English communication (written and verbal) is a must.

Interpersonal skills, with ability to effectively interact with senior management officials.

Attention to detail, multi-tasking