HR Executive

Job Description: HR Executive

Job Title: HR Executive

Department: Human Resources (HR)

Reports:

To HR Manager / HR Head / HR Business Partner

Job Summary:

An HR Executive is responsible for supporting and managing the organization's human resources functions, including recruitment, onboarding, employee relations, payroll coordination, attendance management, performance management, compliance, training, and HR administration. The role ensures that HR policies are implemented effectively while creating a positive employee experience and maintaining compliance with labor laws and company policies.

*Key Responsibilities:

1. Recruitment & Talent Acquisition

• Understand manpower requirements from department heads.
• Prepare and publish job advertisements on job portals and social media.
• Source candidates through various channels (LinkedIn, Naukri, referrals, campus recruitment, etc.).
• Screen resumes and shortlist qualified candidates.
• Schedule and coordinate interviews.
• Conduct preliminary HR interviews.
• Coordinate with hiring managers throughout the recruitment process.
• Prepare offer letters and negotiate compensation within approved budgets.
• Follow up with candidates until joining.

2. Employee Onboarding

• Prepare joining formalities and documentation.
• Verify educational and employment documents.
• Collect statutory documents (PAN, Aadhaar, bank details, etc.).
• Conduct induction and orientation programs.
• Introduce new employees to company policies and culture.
• Coordinate workstation, email, ID cards, and system access.
• Ensure smooth onboarding experience.

3. HR Operations & Administration

• Maintain employee records and personnel files.
• Update HRIS/ERP systems regularly.
• Issue employment letters including:
• Appointment letters
• Confirmation letters
• Promotion letters
• Transfer letters
• Experience letters
• Relieving letters
• Maintain leave and attendance records.
• Track probation and confirmation dates.
• Prepare HR reports and dashboards.

4. Attendance & Leave Management

• Monitor daily attendance.
• Track employee absenteeism.
• Process leave applications.
• Maintain leave balances.
• Coordinate with managers regarding attendance issues.
• Generate monthly attendance reports.

5. Payroll Coordination

• Prepare monthly payroll inputs.
• Verify attendance and overtime records.
• Process incentives, bonuses, reimbursements, and deductions.
• Coordinate with finance/payroll vendors.
• Handle salary-related employee queries.
• Ensure statutory deductions are accurate.

6. Employee Relations

• Address employee concerns and grievances.
• Foster positive workplace relationships.
• Conduct one-on-one employee interactions.
• Resolve workplace conflicts.
• Support employee engagement initiatives.
• Maintain confidentiality of employee information.

7. Performance Management

• Coordinate performance appraisal cycles.
• Track Key Performance Indicators (KPIs).
• Collect appraisal forms.
• Assist managers during evaluations.
• Maintain performance records.
• Support performance improvement plans.

8. Learning & Development

• Identify training needs.
• Coordinate internal and external training programs.
• Maintain training calendars.
• Record employee training participation.
• Evaluate training effectiveness.
• Support career development initiatives.

9. Employee Engagement

• Organize employee engagement activities.
• Plan team-building events.
• Celebrate birthdays, festivals, and company milestones.
• Conduct employee satisfaction surveys.
• Support wellness initiatives.
• Promote a positive work culture.
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10. Compliance & Statutory Requirements

• Ensure compliance with applicable labor laws.
• Maintain statutory registers and records.
• Coordinate audits related to HR compliance.
• Support compliance for:
• Provident Fund (PF)
• Employee State Insurance (ESI), where applicable
• Professional Tax (PT), where applicable
• Gratuity
• Bonus
• Shops & Establishments or Factory regulations, as applicable
• Maintain documentation for inspections.

11. Exit Management

• Conduct exit interviews.
• Process resignation documentation.
• Coordinate clearance procedures.
• Prepare full-and-final settlement inputs.
• Issue experience and relieving letters.
• Analyze employee attrition trends.

12. HR Policy Implementation

• Communicate HR policies to employees.
• Ensure adherence to company policies.
• Update employee handbook when required.
• Support implementation of new HR initiatives.

Daily Responsibilities:

• Review attendance and leave records.
• Respond to employee HR queries.
• Screen job applications.
• Schedule interviews.
• Update employee records.
• Coordinate onboarding activities.
• Prepare HR reports.
• Communicate with hiring managers.
• Follow up on pending HR documentation.

Weekly Responsibilities:

• Conduct candidate interviews.
• Review recruitment status.
• Organize induction sessions.
• Meet department heads regarding staffing needs.
• Resolve employee grievances.
• Update recruitment trackers.

Monthly Responsibilities:

• Prepare payroll inputs.
• Generate HR metrics and reports.
• Review employee attendance.
• Conduct employee engagement activities.
• Track probation confirmations.
• Coordinate appraisal activities.
• Ensure statutory compliance documentation is complete.

Required Qualifications:

• Bachelor's degree in Human Resources, Business Administration, Commerce, Psychology, or a related field.
• MBA/PGDM in Human Resources is preferred.
• HR certifications are an advantage.

Experience:

• 1-3 years
• Experience in recruitment, HR operations, payroll support, or employee relations is preferred.

Required Skills

Technical Skills

• Recruitment and sourcing
• Interview coordination
• HR documentation
• Payroll coordination
• Attendance management
• HRIS software
• Microsoft Excel
• Microsoft Word
• Microsoft PowerPoint
• Data management
• Report preparation

Soft Skills

• Excellent communication
• Interpersonal skills
• Problem-solving
• Time management
• Organizational skills
• Attention to detail
• Confidentiality and ethics
• Negotiation skills
• Conflict resolution
• Adaptability
• Teamwork

Key Competencies

• Recruitment management
• Employee engagement
• HR administration
• Compliance awareness
• Relationship building
• Decision-making
• Analytical thinking
• Process improvement
• Multitasking
• Customer service orientation (internal employees)

Key Performance Indicators (KPIs)

• Time to fill vacancies
• Offer acceptance rate
• New hire retention rate
• Employee satisfaction scores
• Attendance accuracy
• Payroll accuracy
• HR documentation completion rate
• Employee turnover rate
• Training completion rate
• Compliance audit results
• Grievance resolution time

Tools & Software:

• HRIS/HRMS platforms
• Applicant Tracking Systems (ATS)
• Microsoft Office (Excel, Word, PowerPoint)
• Google Workspace
• Payroll software
• Attendance and biometric systems
• Video conferencing platforms for interviews