Sr. Executive - HR & Admin

To manage day-to-day HR operations and administrative activities, ensuring smooth employee lifecycle management, accurate HR documentation, attendance and leave administration, employee services, facility management, and compliance with company policies and applicable statutory requirements.

2. Key Responsibilities

A. HR Operations

• Manage the employee lifecycle, including joining formalities, onboarding, employee documentation, transfers, confirmation, and exit formalities.
• Maintain and update employee records, personal files, employee master data, and HR documentation.
• Manage attendance, leave, shift records, late marks, regularisation, and overtime data coordination.
• Monitor the HRMS (Keka) for attendance, leave, employee data, and other HR transactions.
• Coordinate monthly payroll inputs, including attendance, leave, overtime, new joiners, exits, salary revisions, and other changes.
• Coordinate with the payroll team to resolve salary-related discrepancies and employee queries.
• Prepare and issue HR letters, including appointment letters, confirmation letters, transfer letters, experience letters, and relieving letters.
• Maintain employee databases, HR trackers, MIS reports, and dashboards.
• Coordinate employee insurance, group mediclaim, employee benefits, and related employee queries.
• Support employee engagement activities, celebrations, employee communication, and recognition initiatives.
• Coordinate performance appraisal documentation and follow up on pending employee and manager submissions.
• Handle employee queries related to HR policies, attendance, leave, payroll, and documentation.

B. Statutory Compliance & Documentation

• Maintain HR records and documentation required for statutory compliance and audits.
• Coordinate with consultants and relevant internal teams for PF, ESIC, Professional Tax, Labour Welfare Fund, and other applicable statutory requirements.
• Support compliance under applicable labour laws, including the Factories Act and Shops and Establishments legislation, as applicable.
• Maintain statutory registers, employee records, and supporting documents as assigned.
• Coordinate documentation for internal audits, ISO audits, and statutory inspections.
• Track compliance deadlines, renewals, and submissions in coordination with the responsible stakeholders.

C. Administration & Facility Management

• Manage day-to-day office and factory administrative activities to ensure smooth operations.
• Coordinate housekeeping, security, pantry, canteen, transport, and other facility services, as applicable.
• Monitor office and factory maintenance requirements and coordinate with vendors for timely resolution.
• Manage office supplies, stationery, pantry materials, and other administrative inventory.
• Maintain vendor records, service agreements, quotations, invoices, and payment follow-ups.
• Coordinate employee transportation, accommodation, travel arrangements, and visitor management, as applicable.
• Manage meeting rooms, office infrastructure, employee facilities, and general workplace upkeep.
• Maintain records of company assets, including laptops, access cards, phones, and other assigned equipment.
• Coordinate asset issuance, returns, repairs, and maintenance.
• Track administrative expenses, petty cash, invoices, and budget utilisation.
• Support company events, meetings, celebrations, employee welfare activities, and other administrative arrangements.
• Ensure timely resolution of employee and departmental administrative requests.

D. Vendor & Cost Management

• Coordinate with vendors and service providers to ensure service quality and timely delivery.
• Obtain quotations, compare costs, and support vendor negotiations and selection.
• Verify invoices against approved quotations, purchase orders, and services delivered.
• Maintain vendor performance records and follow up on pending payments.
• Identify opportunities to optimise administrative costs without compromising service quality.

E. Reporting & Process Improvement

• Prepare periodic HR and administration MIS reports for management.
• Maintain trackers for onboarding, exits, attendance, payroll inputs, compliance, assets, vendors, and administrative expenses.
• Ensure records are accurate, updated, confidential, and readily available when required.
• Identify process gaps and recommend improvements to HR operations and administrative workflows.
• Ensure adherence to company policies, approval processes, and standard operating procedures.
• Complete assigned tasks independently and within agreed timelines.

3. Key Skills & Competencies

• Strong coordination, planning, and organisational skills.
• Good communication and interpersonal skills.
• Attention to detail and accuracy in documentation.
• Ability to manage multiple priorities independently.
• Problem-solving ability and a proactive approach.
• Vendor coordination and negotiation skills.
• Proficiency in MS Excel, Word, PowerPoint, and HRMS platforms.
• Ability to maintain confidentiality and handle employee information responsibly.
• Strong ownership, accountability, and follow-through.

4. Qualifications & Experience

• Education: Graduate in HR, Business Administration, Commerce, or a related discipline.
• Experience: 35 years of experience in HR Operations and Administration, preferably in a manufacturing organisation.
• Preferred exposure: HRMS, payroll coordination, statutory compliance, employee lifecycle management, facility management, and vendor coordination.

5. Key Performance Indicators (KPIs)

• Accuracy and timeliness of payroll inputs.
• Timely completion of joining and exit formalities.
• Accuracy and completeness of employee records.
• Timely resolution of attendance and employee queries.
• Compliance documentation and submission within defined timelines.
• Timely closure of administrative requests and maintenance issues.
• Vendor service quality and timely invoice processing.
• Accuracy of HR and administration MIS reports.
• Control of administrative expenses against approved budgets.
• Timely completion of assigned tasks with minimal follow-up.

Contract Labour Management

6. Expected Behaviour

The role requires an individual who takes ownership of assigned responsibilities, follows up proactively, resolves routine issues independently, escalates critical matters appropriately, and ensures that HR and administrative activities are completed accurately and on time.