HR & Admin Executive

We are looking for a disciplined and proactive HR & Admin Executive who will independently manage recruitment, attendance, leave, employee documentation, salary inputs, joining and exit processes, statutory HR records and basic office administration.

This is an ownership role. The objective is to create one structured HR system across offices, godowns, sites and hotel properties instead of HR activities being handled informally by different people.

Key Responsibilities

Recruitment & Manpower

• Manage end-to-end recruitment for office, sales, accounts, hotel, driver, godown and operational positions.
• Prepare job descriptions and post vacancies on Naukri, WorkIndia and other suitable platforms.
• Screen candidates and conduct first-round telephonic interviews.
• Schedule interviews with management.
• Follow up with selected candidates until joining.
• Maintain vacancy and candidate trackers.

Attendance & Salary Inputs

• Maintain accurate attendance and leave records for all employees.
• Track absenteeism, leave and joining/exits.
• Prepare clean monthly salary inputs for the Accounts team before the defined cut-off.
• Ensure salary inputs do not require repeated corrections.

Employee Documentation

• Maintain a complete personnel file for every employee, including:

• Appointment letter

• Aadhaar / PAN / ID proof

• Qualification documents

• Bank details

• Joining forms

• Employment records

• Manage joining, confirmation, resignation and exit documentation.

HR Compliance

• Maintain applicable PF, ESIC, minimum-wage and Shops & Establishments records.
• Coordinate statutory documentation and employee records.
• Keep HR registers current and audit-ready.

HR Communication

• Draft appointment letters, warning letters, notices and internal circulars.
• Handle routine employee concerns professionally.
• Escalate only genuine management-level issues to the Owner.
• Maintain confidentiality of employee and salary information.

Office Administration

• Handle basic administration for the head office.
• Maintain employee-related registers and records.
• Coordinate routine administrative requirements.
• Support implementation of employee and HR data into the company's ERP system.

Candidate Requirements

Must Have

• Graduate in any stream.
• 13 years of experience in HR Operations / HR Administration / Generalist HR.
• Hands-on recruitment experience.
• Strong Excel skills, including VLOOKUP, Pivot Tables and clean data management.
• Strong record-keeping and documentation discipline.
• Fluent Hindi and functional spoken and written English.
• Ability to work full-time from Varanasi.
• Comfortable coordinating with office staff, sales teams, hotel staff, drivers, godown and site employees.

Preferred

• MBA / PGDM in HR.
• Experience in trading, manufacturing, retail, steel or hospitality.
• Exposure to PF and ESIC portals.
• Experience hiring both blue-collar and white-collar employees.
• Experience preparing attendance and payroll inputs.
• Comfortable learning HRMS / ERP software.
• Ability to conduct first-round interviews independently.