HR Admin Executive

Role summary:

The HR & Admin Executive will manage day-to-day HR operations and office administration at Medline World. The role is responsible for recruitment, onboarding, attendance and leave records, payroll inputs, employee documentation, and office services. The executive will work with department heads and Accounts to verify records, meet deadlines, and follow up on employee and administrative matters through completion.

Key responsibilities:

Human resources 

• Recruitment and hiring: Confirm approved hiring requirements, post vacancies, screen CVs, coordinate interviews, and follow up with candidates. Verify the designation, salary terms, and joining date against the approved offer before issuing any communication.
• Onboarding and employee records: Collect joining documents, coordinate induction and system access, and conduct new-joiner check-ins. Maintain confidential personnel files, track probation reviews, and prepare appointment, confirmation, increment, and experience letters for approval.
• Attendance, leave, and payroll coordination: Review daily attendance and reconcile missed punches, late arrivals, absences, and approved leave. Submit verified payroll inputs, including approved deductions, reimbursements, and salary advance recoveries, to Accounts by the monthly cutoff. Coordinate employee benefits and help resolve payroll queries.
• HR policies, employee relations, and welfare: Draft policies and staff notices for management approval, communicate approved policies, and support consistent implementation. Listen to employee concerns, document issues objectively, escalate sensitive matters confidentially, and coordinate approved welfare and engagement activities.
• Performance and development: Schedule performance reviews, collect KPI updates, and track agreed follow-up actions. Coordinate training, coaching, and skill development with department heads. Confirm backup coverage with managers before planned absences in critical roles.
• Exit formalities: Coordinate exit interviews, handovers, asset returns, access removal, and clearance. Submit approved full-and-final settlement inputs to Accounts and track pending items.
• Compliance support and HR reporting: Maintain the HR calendar and supporting records. Coordinate statutory documentation and audit requests with Accounts or the company’s consultant. Submit monthly reports covering recruitment, attendance, leave, probation, exits, and pending actions.

Office administration

• Office supplies and assets: Maintain stock and asset registers, raise purchase requests for approval, and record the issue and return of company equipment.
• Facilities, equipment, and vendors: Coordinate housekeeping, office maintenance, and equipment servicing. Track vendor requests through completion, verify supporting documents, and route bills for approval.
• Travel, courier, and meeting support: Coordinate approved travel bookings, courier dispatches and deliveries, and logistics for meetings and company events.
• Workplace safety and upkeep: Report facility and safety concerns, coordinate corrective action with the relevant teams or vendors, and follow up on outstanding items.

Qualifications and skills:

• Bachelor’s degree in Human Resources, Business Administration, Commerce, or a related field.
• Hands-on experience in recruitment, attendance and leave management, payroll input preparation, employee documentation, and office administration.
• Proficiency in MS Excel and MS Word, including maintaining trackers, reconciling records, and drafting formal correspondence.
• Clear written and verbal communication in English and Hindi, with strong planning, organisation, and follow-up skills.
• Sound judgement and discretion when handling salary information, employee records, and grievances.
• Experience with an HRMS or biometric attendance system is preferred. Experience in medical supplies, manufacturing, distribution, or exports is an advantage.

Performance expectations

Submit accurate payroll inputs on time, keep employee and attendance records current, complete joining and exit checklists, and track administrative requests to closure. The executive prepares and verifies records and coordinates follow-up. Accounts processes payroll, and designated managers approve hiring, compensation, policy changes, and purchases.