HR and Administration Executive

Hi,

We are hiring for one of our client

Our client is a manufacturer and supplier of industrial safety products, emergency rescue equipment, first-aid kits, spill kits, snake rescue products, life jackets, protective garments, and other safety solutions.

HR and Administration executive

Role & responsibilities

Attendance & Employee Records

• Monitor and maintain daily employee attendance through the Biometric Attendance System.
• Verify attendance, late arrivals, early departures, absenteeism and attendance irregularities.
• Maintain accurate and updated employee records, attendance registers and HR documentation.
• Follow up with employees and reporting authorities regarding attendance-related issues.

2. Payroll & Salary Administration

• Calculate monthly salaries of all employees accurately and within the defined timelines.
• Verify attendance, leaves, deductions, overtime, incentives, bonuses and other salary adjustments before payroll processing.
• Coordinate with Accounts for timely and accurate salary processing.
• Maintain confidentiality of salary and employee-related information.

3. Performance Management

• Prepare employee progress reports and performance evaluation reports periodically.
• Collect performance inputs from reporting managers and evaluate employee performance against assigned responsibilities.
• Monitor employee productivity, discipline, punctuality and work performance.
• Highlight areas requiring improvement and coordinate with management for corrective action.

4. Recruitment & Selection

• Review and shortlist candidates based on resumes, applications, qualifications and job requirements.
• Conduct preliminary and/or final interviews as assigned.
• Coordinate interview schedules with management and respective department heads.
• Complete background and reference verification wherever required.
• Prepare and issue Offer Letters and Appointment Letters to selected candidates.

5. HR Policies, Rules & Compliance

• Communicate and explain organizational rules, policies, by-laws, procedures and code of conduct to employees.
• Ensure employees are aware of and follow company policies.
• Maintain updated HR policies and employee guidelines as directed by management.
• Report incidents, violations, misconduct or activities that may adversely affect the organization.
• Ensure proper documentation of disciplinary matters and employee-related incidents.

6. Travel & Logistics Coordination

• Prepare travel plans for Sales, Marketing and other employees as required.
• Arrange railway/air tickets, hotel bookings and local travel according to employee hierarchy and company policy.
• Coordinate travel schedules and ensure timely communication of travel arrangements.
• Maintain records of travel expenses and supporting documents.

7. Reports & Documentation

• Prepare and maintain formats for DSR, attendance reports, performance reports and other management reports.
• Follow up with relevant employees for timely submission of DSRs and other required reports.
• Review submitted reports for completeness and accuracy.
• Escalate delays or non-compliance to the concerned reporting authority.

8. Employee Expenses & Claims

• Verify employee vouchers, bills, expense statements and other reimbursement claims.
• Check claims against company policies and approved limits.
• Approve or recommend claims as per the defined authorization process.
• Coordinate with Accounts for processing of approved employee claims.

9. Incentives & Bonus

• Calculate employee incentives, performance-linked payments and bonuses based on approved criteria.
• Verify achievement data with concerned departments before final calculation.
• Prepare incentive/bonus statements for management approval.
• Maintain proper records of incentive and bonus calculations.

10. Uniform & Employee Facilities

• Coordinate with approved vendors for employee uniforms.
• Collect employee measurements, coordinate requirements and monitor order status.
• Ensure timely distribution of uniforms and maintain appropriate records.
• Coordinate with vendors for quality, alterations and replacement requirements.

11. Online Sales Platforms & E-Commerce Management

• Manage and coordinate orders received through**, IndustryBuying, Amazon, Flipkart, company website and other online sales platforms**.
• Maintain accurate records of online orders, invoices, dispatches, returns, refunds and payments.
• Track order status from order confirmation to dispatch and final delivery.
• Coordinate with Dispatch, Accounts and other concerned departments for timely order processing.
• Monitor and follow up on online platform payments, pending payments, settlements, deductions, commissions and refunds.
• Reconcile online platform settlements with sales records, invoices and bank receipts.
• Maintain platform-wise sales and payment tracking reports.
• Identify and report discrepancies in orders, payments, deductions, returns or settlements to management/Accounts.
• Maintain proper records of customer communications and online transaction-related documents.
• Ensure timely updating of product information, pricing, stock availability and other required details on online platforms.
• Prepare periodic online sales, order and payment status reports for management review.

12. Employee Engagement & Welfare

• Maintain updated lists of employee birthdays and work anniversaries.
• Coordinate birthday, anniversary and other employee recognition activities.
• Plan and coordinate employee engagement activities, events, celebrations, picnics and outings as approved by management.
• Support initiatives that improve employee engagement, teamwork and workplace culture.
  Communicate important company announcements, policies, notices and new developments to employees.
• Ensure important HR communications are properly documented and circulated to the concerned employees.

13. Grievance & Dispute Management

• Receive and document employee grievances and workplace concerns.
• Investigate routine employee complaints and coordinate with concerned departments/management.
• Assist management in resolving employee disputes professionally and fairly.
• Maintain confidentiality of sensitive employee matters.

Interested candidates can share their profiles at [email protected]