HR Executive

Job Description – HR Manager

Position: HR Manager

Department: Human Resources & Administration

Employment Type: Full-Time

Location: Bhubaneswar, Odisha

Reporting To: Management / Director

Job Summary

We are looking for an experienced and responsible HR Manager to manage the complete Human Resources function of the organization. The candidate will be responsible for recruitment, employee management, attendance, payroll coordination, policies, performance management, compliance, employee discipline, documentation, and overall HR operations.

The HR Manager should ensure that all HR activities are carried out strictly as per company policies and management-approved procedures.

Key Responsibilities

1. Recruitment & Manpower Planning

• Understand manpower requirements from different departments.
• Prepare and publish Job Descriptions.
• Source, screen, interview, and coordinate candidate selection.
• Conduct reference and background verification.
• Manage offer letters, joining formalities, and onboarding.
• Maintain recruitment MIS and hiring pipeline.
• Ensure recruitment is completed within approved budgets and timelines.

2. Employee Onboarding & Documentation

• Complete joining documentation for every employee.
• Verify educational, employment, identity, and statutory documents.
• Maintain complete employee personnel files.
• Issue appointment letters, confirmation letters, increment letters, transfer letters, and other HR communications.
• Ensure employees understand company policies during induction.

3. Attendance & Leave Management

• Monitor daily attendance, late coming, absenteeism, and working hours.
• Maintain leave records.
• Process leave only after approval from the concerned reporting authority as per company policy.
• Prepare monthly attendance reports for payroll processing.
• Take appropriate HR action regarding habitual late attendance or unauthorized absence.

4. Payroll & Compensation Coordination

• Prepare accurate monthly attendance and payroll inputs.
• Coordinate with Accounts for salary processing.
• Maintain salary structures, increments, incentives, deductions, and employee benefits.
• Ensure salary revisions or increments are implemented only after authorized management approval.
• Maintain confidentiality of salary and compensation information.

5. Performance Management

• Coordinate KRA/KPI setting for employees.
• Conduct periodic employee performance reviews with reporting managers.
• Maintain performance evaluation records.
• Track underperforming employees and coordinate Performance Improvement Plans (PIP).
• Assist management in promotions, increments, confirmations, and disciplinary decisions based on documented performance.

6. HR Policies & Discipline

• Implement and enforce company HR policies.
• Maintain professional discipline across the organization.
• Issue verbal/written warnings, show-cause notices, and disciplinary communications as authorized.
• Handle employee grievances professionally.
• Ensure employees follow office timings, reporting structure, leave procedures, and workplace conduct requirements.

7. Employee Engagement & Retention

• Conduct employee engagement activities.
• Identify employee concerns and coordinate appropriate resolutions.
• Conduct employee feedback sessions.
• Support management in improving employee retention and workplace productivity.

8. Exit Management

• Process resignations according to company policy and notice-period requirements.
• Conduct exit interviews.
• Coordinate handover, clearance, asset return, and Full & Final Settlement.
• Issue relieving and experience letters after completion of all required formalities.

9. Statutory & HR Compliance

• Ensure compliance with applicable labour laws and statutory requirements.
• Coordinate PF, ESIC, Professional Tax and other applicable statutory matters.
• Maintain statutory HR registers and documentation.
• Coordinate POSH compliance and related employee awareness requirements.
• Support audits and compliance reviews.

10. HR MIS & Management Reporting

Prepare periodic management reports covering:

• Total manpower
• Attendance and absenteeism
• Recruitment status
• New joiners
• Employee exits
• Department-wise manpower
• Pending vacancies
• Employee performance issues
• Leave status
• HR compliance
• Employee grievances
• Attrition and retention

Authority & Approval Structure

The HR Manager shall operate within approved company policies and management authority.

Any major decision relating to:

• Salary revision
• Employee increment
• Promotion
• Termination
• Financial commitment
• Employee advance
• Reimbursement
• New manpower addition
• Policy change

must be processed through the prescribed approval hierarchy and shall not be committed independently without authorization.

Required Qualifications

• MBA/PGDM in Human Resources or equivalent qualification preferred.
• Minimum 4–7 years of relevant HR experience.
• Experience in IT/Software/Technology organizations will be preferred.
• Strong understanding of recruitment, HR operations, payroll coordination, employee relations, and labour compliance.
• Good knowledge of MS Excel, HRMS, attendance systems, and HR reporting.
• Strong written and verbal communication skills.

Required Skills

• Leadership and people management
• Recruitment and talent acquisition
• Employee grievance handling
• HR policy implementation
• Performance management
• Payroll coordination
• Labour-law awareness
• Documentation and record keeping
• Conflict resolution
• Strong follow-up and reporting
• Confidentiality and professional integrity
• Ability to work directly with senior management

Key Performance Indicators (KPIs)

Performance of the HR Manager will be measured based on:

• Recruitment turnaround time
• Quality of hiring
• Employee retention
• Attendance and discipline management
• Accuracy of employee documentation
• Payroll input accuracy
• HR policy compliance
• Timely completion of performance reviews
• Closure of employee grievances
• Statutory compliance
• Management reporting accuracy
• Employee productivity and engagement support

Preferred Candidate: A disciplined, process-oriented and mature HR professional who can independently manage day-to-day HR operations while maintaining proper reporting, documentation, confidentiality, and management control.