Executive / Assistant Manager – HR & Operations Administration

Company: TOT IN SHOT Photography

Location: Bengaluru, Karnataka, India

Employment Type: Full-Time | On-Site

Experience Required: 2–5 Years

Reporting To: Founders / Operations Head

About TOT IN SHOT PhotographyAt TOT IN SHOT Photography, we specialize in capturing life’s most precious moments through maternity, newborn, baby milestone, birthday, and family photography. We combine creative studio setups, personalized client experiences, and efficient operations to deliver exceptional quality.

We are looking for a proactive, organized, and detail-oriented HR & Operations Administrator to join our team in an executive or assistant manager capacity. The role will oversee recruitment, workforce administration, internal process compliance, operational audits, and studio facility management, ensuring smooth day-to-day functioning across departments.

• Key Responsibilities1. Talent Acquisition & RecruitmentManage the end-to-end recruitment process, including job postings, candidate sourcing, screening, interview coordination, selection, and onboarding.
• Recruit for various roles, including CRM and sales executives, photographers, photo editors, studio assistants, and setup staff.
• Maintain an active candidate database to support immediate and seasonal hiring requirements.
• Coordinate employee onboarding, induction, documentation, and exit formalities.
• Maintain accurate and updated employee records.
• 2. Workforce & Team ManagementMonitor daily attendance, shift schedules, leave records, overtime, and workforce availability.
• Coordinate with department leads to track employee performance, productivity, KPIs, and internal scoring systems.
• Address employee concerns and workplace grievances professionally, ensuring fair and timely resolution.
• Implement and communicate HR policies, workplace guidelines, codes of conduct, and internal communication protocols.
• Support employee engagement, discipline, accountability, and a positive working environment.
• 3. Operations & Quality AuditingConduct periodic audits of studio workflows, CRM operations, sales follow-ups, client communication standards, and post-production timelines.
• Verify compliance with internal processes, standard operating procedures (SOPs), and service quality standards.
• Maintain and audit inventory records for photography equipment, lighting accessories, props, costumes, and studio assets.
• Verify CRM entries, operational dashboards, task updates, and reports for accuracy and completeness.
• Identify operational gaps, document findings, and coordinate corrective actions with the respective teams.
• Track pending tasks and ensure timely closure of operational issues.
• 4. Studio & Facility ManagementOversee day-to-day studio upkeep, cleanliness, hygiene, safety, and overall readiness for client sessions.
• Ensure the studio environment meets the standards required for maternity, newborn, baby, and family photography.
• Coordinate with vendors for maintenance, procurement, equipment servicing, and studio supplies.
• Monitor and resolve facility-related issues involving electricity, air conditioning, plumbing, internet, printers, and IT infrastructure.
• Maintain records of vendor details, service schedules, purchases, maintenance activities, and expenses.
• Ensure studio equipment, props, costumes, and other assets are stored and maintained appropriately.
• 5. Reporting & Administrative CoordinationPrepare periodic reports on recruitment, attendance, workforce performance, audit findings, inventory, and facility maintenance.
• Maintain organized records, documentation, trackers, and administrative files.
• Coordinate with founders and department heads to communicate operational updates, risks, and improvement opportunities.
• Support the implementation and continuous improvement of internal processes and administrative systems.

• Qualifications & Skills RequiredEducation: Minimum 10+2; a graduate qualification in HR, Business Administration, or a related field is preferred.
• Experience: 2–5 years of relevant experience in HR administration, recruitment, office administration, or operations management.
• Industry Preference: Experience in retail, hospitality, media, photography, or creative studio environments is an advantage.
• Recruitment & HR Administration: Ability to manage hiring pipelines, employee documentation, attendance, leave, and onboarding.
• Operational Auditing: Strong attention to detail and the ability to identify process gaps, verify records, and follow up on corrective actions.
• Administrative & Coordination Skills: Ability to manage multiple responsibilities, coordinate with different teams, and ensure timely completion of tasks.
• Communication Skills: Strong verbal and written communication in English. Working knowledge of Kannada and Hindi is preferred.
• Technical Skills: Proficiency in Google Workspace, particularly Google Sheets, Forms, and Drive. Familiarity with CRM, HRMS, reporting dashboards, and scheduling tools is an advantage.
• Personal Attributes: Proactive, organized, accountable, solution-oriented, and capable of handling confidential information professionally.

What We’re Looking ForWe are seeking someone who can take ownership of HR administration and studio operations, maintain high standards of process compliance, and ensure accountability across teams. The ideal candidate should be comfortable working in a fast-paced, client-focused creative environment and should be able to coordinate independently while keeping management informed.

Interested candidates should be comfortable working full-time from our Bengaluru studio and managing both people-related responsibilities and day-to-day operational requirements.