How to Hire an Office Boy or Peon: Duties, Pay and What to Check

"Office boy" means different things in different offices. In a CA firm, it may mean bank deposits, delivering files to clients and filing papers. In a startup, it may mean pantry management, receiving deliveries and setting up meeting rooms. In a clinic, it may include helping patients find their way.

Write the duties down. A clear list helps you find the right person, helps them understand what is expected, and avoids friction later when someone says "this is not my work".

• Opening and closing the office, switching on lights, AC and water dispensers.
• Making tea and coffee, serving guests, keeping the pantry stocked.
• Basic cleaning of desks and meeting rooms where there is no separate housekeeping.
• Courier drops and pick-ups, bank deposits, government office visits.
• Photocopying, scanning, filing and moving documents between departments.
• Buying small office supplies and keeping the petty cash record for them.

Most offices need someone who can read basic English or Hindi to handle documents and addresses, use a smartphone for maps and WhatsApp, and travel around the city. A two-wheeler and licence are very useful if there are many outside tasks; if so, say so in the job post and offer a fuel allowance.

Nice-to-haves include basic computer skills for scanning and printing, knowledge of the local area and some experience in a similar office. Many offices happily hire freshers who show the right attitude.

Use a respectful title such as "Office Assistant" or "Office Boy" and describe the work honestly. State the office timings, the location with a nearby landmark or metro station, pay and whether a two-wheeler is needed.

If you use BetterJobs, you can type a single line like "Office boy for CA firm in Kolkata, Salt Lake, with bike" and the AI writes the full job description in a few minutes. The job is listed on BetterJobs and on Google Jobs.

Also think about the working day. If the office opens at 9:30 a.m. but the office boy must arrive at 9 a.m. to open up and prepare tea, state that clearly, along with whether Saturdays are working days. Honest timings prevent early resignations and help you find someone who lives within a reasonable commute.

• Sample headline: Office Assistant / Office Boy – CA Firm – Salt Lake, Kolkata – 10 a.m. to 7 p.m.
• Duties line: Bank deposits, client document delivery, filing, pantry and guest service.
• Requirement line: 10th or 12th pass, own two-wheeler with valid licence, knows Kolkata routes.
• Benefits line: Fixed salary, fuel allowance, Sunday off, PF and ESI as applicable.

You do not need a long interview. A 15-minute conversation is enough if you ask the right questions. Look for clear, honest answers and a willingness to do varied work. Candidates who talk about previous employers with respect are usually a good sign.

Give a small practical task: ask them to find an address on Google Maps, read a short note aloud, or count a bundle of papers. It shows basic literacy and phone skills without making the candidate feel tested.

• "What did a normal day look like in your last job?"
• "Have you handled cash or cheques for an employer? How did you keep track?"
• "If you are sent to the bank and the queue is long, but the boss needs you back for a meeting, what would you do?"
• "What time would you leave home to be here by 9:30 a.m.?"
• "Why did you leave your last job?"

Because an office boy often handles money and confidential papers, basic checks are important. Collect Aadhaar or another photo ID, a current address proof, a photograph and an emergency contact. If they will ride for work, check their licence on the Parivahan or mParivahan app.

Call at least one previous employer. Ask simple questions: "How long did he work with you? Did you ever have concerns about money or punctuality? Would you take him back?" Some offices also get police verification done through the local police station or state portal, especially when the person will hold office keys.

1. 1Verify ID and address documents and keep copies.
2. 2Check the driving licence if a two-wheeler will be used.
3. 3Call one or two previous employers.
4. 4Consider police verification where keys or cash are involved.
5. 5Open a bank account for salary if they do not have one in their name.

As a rough guide only, office boys are often paid around ₹10,000–₹16,000 a month in metros, with a fuel allowance on top if they use their own vehicle. Smaller cities usually pay less. Your state's notified minimum wage for the category is the legal floor.

Where applicable, EPF is 12% of basic plus DA from employer and employee, subject to wage ceiling rules. ESI generally covers employees earning up to ₹21,000 a month, with 3.25% employer and 0.75% employee contribution, and gives the employee medical cover, which is valuable for this role. Check the latest notifications or consult a payroll professional, especially as the new Labour Codes roll out.

A few simple systems protect both you and the employee. Keep a petty cash register signed every time money is given and spent. Use a courier and bank deposit log with date, purpose and receipt. Keep spare office keys with a senior person.

Explain priorities clearly. An office boy taking instructions from ten people at once will feel stretched; ask one person, often the office manager or admin executive, to assign and track the day's tasks.

Most issues with office boys come from unclear expectations rather than bad intent. When five people send the same person on errands at once, tasks get missed and everyone blames the office boy. A single task list on WhatsApp or a whiteboard, managed by one person, fixes most of this.

Money handling is the other common source of trouble. Avoid giving large amounts of cash without a record. Use bank transfers or UPI for supplies where possible, and keep receipts for every purchase. This protects an honest employee from suspicion as much as it protects you.

Finally, plan for leave. If your office cannot run without the office boy for a day, train a second person on the basics such as opening the office, the pantry and urgent courier drops.

• One person assigns tasks.
• Receipts and a register for every rupee.
• UPI or bank transfers instead of large cash.
• A backup person for leave days.

Office boys who stay for years become very valuable because they know your clients, banks and routines. Treat them with respect, include them in office celebrations and pay on time. A small annual increase and festival bonus show that you value them.

Some grow into roles like data entry operator or office assistant if you help them learn basic computer skills. If you need help in another city, you can hire office boys in Mumbai or post for peons.