HR & Admin Executive

HR & OFFICE ADMINISTRATION EXECUTIVE - 3 to 5 years

Recruitment-focused role with Office Administration & Operations support

About the Company

The business operates through multiple branches and regularly recruits salesmen, branch in-charges, regional managers and other retail/operations staff.

About the Role

This is a practical, execution-focused HR & Office Administration role — not a full-fledged HR management position. The primary responsibility is to support the management team with continuous recruitment, candidate sourcing and initial screening, while also handling day-to-day office administration and follow-up activities.

Key Responsibilities

1. Recruitment & Candidate Sourcing

· Source candidates for regular vacancies such as Salesmen, Branch In-Charges, Regional Managers, BDEs and other retail/operations positions.

· Actively search and shortlist suitable candidates through recruitment portals, social media, professional networks and relevant candidate databases.

· Recommended sourcing channels include LinkedIn, Indeed, Naukri, Foundit (Monster), Apna and WorkIndia, along with relevant Facebook/WhatsApp job groups where appropriate.

· Maintain an organized candidate database with candidate name, contact details, role applied for, experience, location, screening status and interview status.

· Follow up with candidates and coordinate interviews with management.

2. Candidate Screening

· Conduct the initial screening of candidates before they are presented to management.

· Understand the company's requirements for each position and assess candidates against the agreed criteria.

· Initially work closely with management to learn the company's preferred candidate profile, screening questions and selection standards.

· After training, independently conduct first-level screening calls and recommend suitable candidates for management interviews.

· Maintain clear screening notes and reasons for moving candidates forward or rejecting them.

3. Office Administration

· Maintain daily staff attendance and related records.

· Support routine office administration and ensure basic operational requirements are followed.

· Coordinate with staff and management on routine office-related matters.

· Maintain organized records, documents and internal trackers.

· Assist management with small operational tasks and follow-ups as required.

4. Review Meetings, Documentation & Follow-up

· Record internal review/management meetings when required.

· Store meeting recordings in an organized cloud system, arranged date-wise for easy future reference.

· Maintain a simple action-point tracker for decisions, tasks and responsibilities discussed in meetings.

· Follow up with the relevant staff/managers to check whether agreed actions have been implemented.

· Send reminders and escalate pending or delayed action points to management when necessary.

· Ensure important decisions and follow-up items do not get lost after the meeting.

What We Will Provide

· Initial training on the company's recruitment requirements and candidate screening process.

· Training by sitting with management during the initial screening and selection process.

· Clear understanding of the profiles, experience levels and qualities expected for different positions.

· Guidance on the company's internal systems, attendance process, meeting documentation and follow-up methods.

Ideal Candidate

· Prior experience in recruitment, HR coordination, office administration, talent sourcing or a similar role is preferred.

· Strong communication and interpersonal skills.

· Confident speaking with candidates and staff over phone and in person.

· Good judgment when evaluating candidates after training.

· Highly organized and comfortable maintaining trackers, records and follow-ups.

· Good computer skills and comfortable using recruitment portals, Google Workspace/Microsoft Office and cloud storage.

· Proactive personality — someone who follows up without constantly being reminded.

· Responsible, trustworthy and able to handle confidential company and candidate information.

· Ability to manage multiple vacancies and administrative tasks at the same time.

· Retail, sales or electronics-industry recruitment experience will be an advantage.

Important: What This Role Is NOT

· This is not a conventional full-fledged HR Manager role covering payroll, labour-law compliance, performance management, employee relations and complete HR policy management.

· The role is primarily focused on recruitment sourcing + initial screening + office administration + operational follow-up.

Key Performance Areas

· Consistent flow of relevant candidates for open positions.

· Quality and accuracy of initial candidate screening.

· Speed of candidate sourcing and interview coordination.

· Accurate attendance and office records.

· Proper storage and organization of meeting recordings and action points.

· Consistent follow-up and closure of tasks discussed in management meetings.

Preferred Working Style

We are looking for someone energetic, organized and dependable who takes ownership of tasks. The ideal person should not wait for instructions for every small activity — once a process is explained, they should be able to execute it, track it and follow up until completion.

Work Location: In person