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Finance DepartmentFinance department of the company is headed and monitored by the finance manager. He is having a team of head of accountant and accountants for each and every unit of samana sister company. Performance of each branch will be monitored and its accounts, vouchers, payment slips etc will be done by the finance manager. Ensuring profitability from each branch is the responsibility of finance manager. Regular monthly meeting will be done by the finance manager with his team and they will set the goals for the particular period. The finance team has done tremendous performance in the company.
Administration DepartmentAdministration Manager Job Description
Job purpose of Administrative manager is to plan, direct, or coordinate supportive services of an organization, such as record-keeping, mail distribution, telephone operator/receptionist, and other office support services…
Key duties/responsibilities of Administrative manager:
- Provides supplies by identifying needs for reception, switchboard, mailroom, and kitchen; establishing policies, procedures, and work schedules with the support of hrm.
- Provides communication systems by identifying needs; evaluating options; maintaining equipment; approving invoices.
- Hrm Maintains staff by recruiting, selecting, orienting, and training employees; maintaining a safe and secure work environment; developing personal growth opportunities.the tips should be suggested and supported by admin manager.
- Accomplishes staff results by communicating job expectations; planning, monitoring, and appraising job results; coaching, counseling, and disciplining employees; initiating, coordinating, and enforcing systems, policies, and procedures.( these can be done only on the concern of the hrm of the company)
- Purchases printed materials and forms by obtaining requirements; negotiating price, quality, and delivery; approving invoices.
- Completes special projects by organizing and coordinating information and requirements; planning, arranging, and meeting schedules; monitoring results.
- Provides historical reference by developing and utilizing filing and retrieval systems.
- Maintains continuity among corporate, division, and local work teams by documenting and communicating actions, irregularities, and continuing needs.
- Maintains professional and technical knowledge by attending educational workshops; benchmarking professional standards; reviewing professional publications; establishing personal networks.
- Contributes to team effort by accomplishing related results as needed.
- Improves program and service quality by devising new applications; updating procedures; evaluating system results with users.
- Achieves financial objectives by anticipating requirements; submitting information for budget preparation; scheduling expenditures; monitoring costs; analyzing variances.
- He should be closely associating with the hrm of the company and assisting him in recruitment, office management and also gives valuable suggestion and feedback in disciplinary procedure.
- Arranging and organizing staff tour for the mental relaxation of staffs.
- Take the entire responsibility of personal systems in the company as well as other electronic equipments.
- He is the responsible person who is looking after the letter head of the company. Any staff even if it is the superior should ask a request for obtaining one letter head.
- In the mean time he should also ensure that the letter head and number of letter head is important and who, when for what purpose has used the letter head should be known to the admin.
- He should identify the market trends and communicate regarding the new electrical, electronical equipment to be purchased.
Human Resources DepartmentJOB DESCRIPTIONS
- I) Manpower Planning
- Preparing Organization Structure and finding out the required positions to be recruited.
- Formulating initial manpower costing.
- Attrition analysis and manpower need identification.
- Ensure manpower restructuring process as & when required.
- II) Job Description
- Coordinating with all departmental heads to prepare Job Description for all vacant positions identified.
- III) Recruitment & Selection
- Sourcing CVs through advertisements, employee referrals & placement consultants.
- Scrutinizing CVs & short-listing candidates for interview.
- Interview scheduling & Interview Calls
- Conducting written/practical tests if applicable.
- Coordinating interview, assessment & rating of candidates.
- Authenticating salary & designation of selected candidates by COO/Medical Director.
- Intimating the job offer to the selected candidate & preparation of Offer Letter
- IV) Joining Formalities
- Ensuring that joining report, personal data Form, enrollment in muster roll, Pre-Employment Health Checkup, accommodation request, issuance of ID card, issuance of leave cards & of Bank Account opening of a newly joined employee is effectuated.
- Preparing personal files of a newly joined employee.
- Entering the details of newly joined employees in HRMS
- V) Attendance Management
- Day to day verification of attendance through punching report & muster roll.
- Verifying the sanctioning of leaves as per the submitted leave cards.
- Cross-checking muster roll with departmental duty rosters to identify any violation.
- For salary computation, monitoring the attendance between 21st day of the previous month & 20th day of the ongoing month.
- VI) Salary Administration
- Entering attendance, miscellaneous earnings, deductions & monthly allowances in HRMS.
- Processing payroll on or before 25th of every month.
- Generating category wise salary registers.
- Cross-checking of salary registers against arrears, deductions, LOP and monthly allowance details.
- Ensuring ‘Zero Error’& forward the copy approved by CEO/ Executive Director to Finance Department for disbursement of salary.
- VII) Statutory & Legal Compliances
- a) Employee Provident Fund
- Initiating applications for registration in EPFO & allotment of new employer code.
- Initial preparation & submission of Form 9.
- Monthly submission of Form 2.
- Submission of Form 13 of all transferred employees.
- Monthly preparation of EPF Statement of the previous month & ensure that monthly returns are remitted on or before 15th of every month.
- Monthly submission of Form 5 & Form 10
- Monthly submission of Form 12 A along with quadruplicate copy of chalan.
- Annual submission of Form 3A & Form 6A.
- Submission of Form 19 & Form 10 C for claiming EPF dues & pension fund.
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- b)E S I
- Initiating applications for registration in ESIC & allotment of new employer code.
- Monthly submission of form 2 & declaration forms for enrollment of employees.
- Issuance of Form ESIC-53 for all transferred employees.
- Monthly preparation of ESI Statement of the previous month & ensure that monthly returns are remitted on or before 15th of every month.
- Half yearly submission of Form 6.
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- c) Kerala Shops & Commercial Establishments Welfare Fund
- Monthly submission of Form 1 for registration & nomination.
- Monthly submission of Form 4 enlisting all newly joined employees.
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- d) Compliances related to Labour Office
- Upkeep & Submission of all required forms & registers such as muster roll, employment register, service record, wages register, wages slip etc for periodic inspection by District Labour Officer and updating visit notes.
- Obtaining annual sanction from District Labour Office on National & Festival Holidays given to employees.
- VIII) Training & Development
- Coordination with HODs for preparation of Induction schedule.
- Conducting induction program for new joinees.
- Taking induction sessions on H R policies, rules and regulations of the organization along with some sessions on Soft Skills.
- Collecting Feedback and analysis of Induction Program.
- Preparing training calendar for employees by identifying training needs in consultation with Departmental Heads.
- Making all arrangements for other training programs on competencies & soft skills as per the identified training needs.
- IX) Exit Formalities
- Issuing ‘Non Liability Form’ to the resigned employee from HR Department to denote on any recoveries to be made by the concerned departments.
- Ensuring that the full & final settlement is in accordance with the ‘Notice Period’ as mentioned in the offer letter.
- Computation of Salary & other benefits such as earned leave encashment & gratuity if applicable.
- Conducting Exit Interview with a panel comprising of Chief Operating Officer & Medical Director.
- Issuing Service Certificate & Relieving Order
EMPLOYEE ENGAGEMENT ACTIVITIES INCLUDED IN HR-DEPARTMENT
- Organizing company tour to staffs.
- Employee recommendations and suggestions taking for product purchasing, and other suggestions.
- Declaration of monthly awards for staffs.
- Distribution of awards for performers once in two month in the combined meeting which includes managing director and other chief officials along with all company staffs.
- Organizing staff day once in a year with variety of programs of staffs with the intention to develop art skills of employees
- Deciding a particular day and declaration of profit share of the company to staffs according to the nature of work and designations they held. The function includes tea, snacks etc and named as bonus party.
- Arranging training programs for employees according to the nature of work.
- Every month there will be a meeting with the boss on the first Saturday of the month at 4.30 pm which shares the jokes, family matters etc. the aim of this is that the company is interested in the background of living of employees and make them a feeling that company is with them in all matters.
- The best performer will be given recognition of star of the month award. And his photo will be placed in a white notice board.
- Arranging C.E.O speech and business presentations to certain selected staffs.
- Team building activities of trip to cinema, social gathering and get together of shareholders and their children in a hall and conducting the programs of their children’s.
- Identifying the leadership quality and man management evaluation of section supervisors, floor supervisors etc and analyzing their performances.
- Empowering through delegation
- Developing the organization culture by e-mail communications, meetings, class room sessions, arranging proper neat work place and premises with good infra structural facilities for the firm.
- Developing reward schemes by determining a business code for all employees and ensuring that their performances will be recorded and will reward.
- Classified employees into different grades according to performance, qualifications, experience etc.
- Giving a strong induction programs.
- Good motivational classes will be provided.
Marketing DepartmentSamana has a very good marketing wing in the company. The marketing wing is headed by the business development manager Mr. Sabith with the support of Mr. Thajmal for the textiles wing and with a team of executives for citibooks and stationeries. The marketing strategies and marketing captions we used are tremendous and have got influenced by many. The strategy for marketing is developed by the business development manager after analyzing the strength, weakness, opportunities and threats by the competitors. The strategy of price comparison of product with that of competitors in a tactical way with the help of sales persons has made a remarkable achievement.
The incentive structure prepared for the executives has also made a remark in the company as the plan developed is beneficial to both the employees and for the company. The marketing and advertisement has been performed in this department. This department will decide where to keep the company advertisement boards, flex printings, television advertisements, advertisement budget etc. the market situations will be closely monitored by this department and will do necessary things for the company.
- The business development manager works to expand a company's product reach and profit revenues. They do this by identifying new markets and attracting new clients. The business development manager therefore researches new business opportunities, identifies likely sales points, develops strategic plans and sales strategies, and undertakes presentations to and negotiations with prospective customers.
- The business development manager works to expand a company's product reach and profit revenues. They do this by identifying new markets and attracting new clients. The business development manager therefore researches new business opportunities, identifies likely sales points, develops strategic plans and sales strategies, and undertakes presentations to and negotiations with prospective customers.
- Investigate the economic conditions surrounding your small business activity such as industry trends and competition.
- Conduct extensive market research prior to starting up your business and continue gathering information throughout the life of the business.
- Prepare a detailed business plan so you will not lose sight of your goals and objectives.
- Secure sufficient financial resources for future development or expansion.
- Contact professional advisors such as an accountant, banker and/or lawyer to provide expert information about your business.
- Network with other small businesspeople; establish a support group. Remember, you are not alone.
A business development manager should be able to present the strategy clearly to its customers. The strategy should contain a clear vision followed by a set of clear time-bound actions in order to achieve consistent success.