HR Manager

Human Resource Manager : Roles and Responsibilities.

Build the People Organisation for a New Cold Chain Business

Location: Delhi

Industry: Cold Chain / Cold Storage / Logistics / Food Supply Chain

Employment Type: Full-time

Reporting To: Promoters

About the Role

We are setting up a new cold-chain operation at Gurgoan and are looking for an execution-oriented Human Resource Manager who can build the organisation from the ground up. The HR Manager will be responsible for designing, staffing and operationalising the complete manpower organisation required to run a modern cold-chain unit — from senior functional positions to warehouse operators, technicians, drivers, supervisors and support staff.

The successful candidate will work closely with the Promoters and functional leaders to convert the proposed organisation structure into a fully staffed, trained, disciplined and performance-oriented operating team.

The objective is simple: Build the right organisation, put the right people in the right roles, and create systems that allow the unit to operate reliably without depending on individuals.

Key Responsibilities

1. Organisation Design & Manpower PlanningDevelop and implement the manpower structure for the new cold-chain unit.

Responsibilities include:

• Finalise organisation structure in consultation with the Unit Head.
• Define departments, positions and reporting relationships.
• Prepare manpower budgets for each function.
• Develop job descriptions for all critical positions.
• Identify manpower requirements based on:
• Storage capacity
• Operating shifts
• Customer requirements
• Warehouse processes
• Transport operations
• Value-added services
• Engineering requirements
• Establish appropriate supervisor-to-worker ratios.
• Create manpower deployment plans for different operating volumes.
• Develop a scalable organisation structure that can grow with the business.

2. Recruitment & Team Building

Own the complete recruitment process for the new unit. Senior & Middle ManagementRecruit positions such as:

• Operations Head
• Warehouse Manager
• Engineering Manager
• Commercial / Sales personnel
• QA / Food Safety personnel
• Finance personnel
• Transport Manager
• Supervisors
• Maintenance personnel

Frontline WorkforceBuild the operational workforce including:

• Warehouse operators
• Forklift operators
• Pickers
• Loaders / unloaders
• Inventory staff
• Dispatch staff
• Drivers
• Refrigeration technicians
• Electricians
• Helpers
• Security
• Housekeeping
• Other support personnel

Responsibilities:

• Prepare recruitment plan and hiring calendar.
• Source candidates through multiple channels.
• Develop local recruitment networks around the facility.
• Screen candidates.
• Coordinate interviews and selection.
• Conduct reference/background checks where required.
• Manage offer and joining processes.
• Maintain recruitment pipeline and hiring MIS.
• Ensure manpower is available before operational milestones.

3. Job Descriptions & Role Clarity

Develop clear and measurable job descriptions for every important position.

Each role should clearly define:

• Purpose of the position
• Key responsibilities
• Daily activities
• Reporting relationship
• Decision-making authority
• Required qualifications
• Experience
• Skills
• KPIs
• Performance standards
• Required training

The objective is to eliminate ambiguity about: Who is responsible for what?

4. HR Policies & SystemsEstablish the HR framework required for the new operation.

Develop and implement:

• Recruitment policy
• Joining process
• Attendance system
• Shift management
• Leave policy
• Overtime policy
• Payroll coordination
• Employee documentation
• Contractor manpower system
• Disciplinary procedures
• Grievance mechanism
• Performance appraisal
• Training policy
• Employee separation process

Ensure all HR processes are documented and consistently followed.

5. Shift & Workforce ManagementCold-chain operations are often continuous and highly time-sensitive.

The HR Manager will establish systems for:

• Shift planning
• Rostering
• Weekly offs
• Peak-season manpower
• Backup manpower
• Absenteeism management
• Overtime control
• Night-shift workforce
• Emergency manpower
• Seasonal workforce requirements

Develop a manpower contingency plan so that absenteeism or sudden volume increases do not disrupt operations.

6. Training & Capability Development : Build a structured training programme for the workforce.

Training should cover:

• WarehouseMaterial handling
• Product handling
• FIFO / FEFO
• Inventory discipline
• Picking and dispatch
• Loading/unloading
• Cold-room working practices
• SafetyPPE
• Forklift safety
• Electrical safety
• Fire safety
• Emergency procedures
• Refrigeration safety
• Workplace safety
• QualityHygiene
• Food safety
• Temperature discipline
• Product handling
• Documentation
• Traceability
• Behaviour & Work DisciplineAttendance
• Shift discipline
• Workplace conduct
• Customer service
• Communication
• Escalation procedures

Create an induction programme for every new employee and a periodic refresher-training system.

7. Performance ManagementIntroduce a KPI-based performance management system.

Develop measurable KPIs for different functions.

Examples:

• WarehouseProductivity
• Picking accuracy
• Inventory accuracy
• Attendance
• Damage
• Dispatch accuracy
• EngineeringEquipment uptime
• Breakdown response
• Preventive maintenance compliance
• Energy efficiency
• TransportOn-time delivery
• Vehicle utilisation
• Fuel efficiency
• Temperature compliance
• CommercialRevenue
• Customer acquisition
• Customer retention
• Collection
• SupervisorsProductivity
• Labour utilisation
• Attendance
• Safety
• Quality

The HR Manager will ensure that performance measurement becomes part of the operating culture rather than an annual appraisal exercise.

8. Employee Productivity & Labour CostWork with the Unit Head and functional managers to monitor:

• Manpower cost
• Labour productivity
• Revenue per employee
• Output per employee
• Overtime
• Absenteeism
• Attrition
• Contractor cost
• Workforce utilisation

Identify opportunities to improve productivity through:

• Better deployment
• Cross-training
• Multi-skilling
• Process redesign
• Automation
• Shift optimisation

The objective is: Right manpower — not maximum manpower.

9. Employee Retention & EngagementBuild a stable frontline workforce.

Responsibilities include:

• Understand reasons for employee turnover.
• Monitor attrition by department.
• Conduct exit interviews.
• Identify critical positions with high replacement risk.
• Develop retention initiatives.
• Maintain employee communication.
• Resolve workplace issues promptly.
• Create a culture of accountability and respect.
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10. Compliance & Labour ManagementEnsure compliance with applicable employment and labour requirements.

Coordinate and maintain:

• Employee records
• Statutory documentation
• Contractor records
• Attendance records
• Payroll inputs
• Labour-related registers
• Statutory filings through appropriate advisors/agencies
• Audit documentation

Work with management and external professionals wherever specialist legal/compliance support is required.

11. Contractor & Outsourced Manpower ManagementWhere manpower is outsourced, establish proper controls for:

• Contractor selection
• Manpower deployment
• Attendance
• Productivity
• Documentation
• Wage compliance
• Safety compliance
• Contractor billing
• Performance evaluation

Ensure outsourced manpower operates to the same operational and safety standards as company employees.

12. HR MIS & Management ReportingCreate a simple but effective HR dashboard for management.

The HR Manager should provide regular reporting on:

• Total manpower
• Department-wise manpower
• Vacancies
• Recruitment pipeline
• Joining status
• Attrition
• Absenteeism
• Overtime
• Labour cost
• Productivity
• Training hours
• Safety training
• Employee grievances
• Contractor manpower
• Critical manpower gaps

The Unit Head should be able to understand the people situation of the business at a glance.

13. Build a Culture of Accountability

The HR Manager will play a critical role in establishing the culture of the new organisation.

The desired culture should be based on:

Ownership → Discipline → Safety → Productivity → Customer Service → Continuous Improvement

HR should not become merely an administrative function.

The HR Manager is expected to actively work with department heads to ensure:

• Clear accountability
• Proper delegation
• Performance orientation
• Respectful workplace behaviour
• Timely escalation
• Problem-solving
• Cross-functional cooperation

14. Build the Organisation for ReplicationAn important part of this role is to create systems rather than dependence on individuals.

The HR Manager should document and standardise:

• Organisation structures
• Job descriptions
• Recruitment processes
• Induction
• Training
• Skill matrices
• Performance management
• Shift structures
• Manpower ratios
• HR policies
• Reporting formats

The long-term objective is to create an HR operating model that can eventually be replicated when additional cold-chain units are established.

This is aligned with our broader philosophy that a cold-chain business should develop a repeatable operating model rather than depend on one-off execution.

First 90-Day DeliverablesThe selected candidate will be expected to deliver the following:

• First 30 DaysFinal organisation structure
• Department-wise manpower plan
• Complete manpower budget
• Job descriptions for key positions
• Recruitment plan
• Recruitment pipeline
• HR policy framework
• Days 31–60Recruitment of key management and supervisory positions
• Frontline recruitment programme
• Joining and documentation system
• Attendance and workforce management system
• Training calendar
• Employee induction programme
• Contractor manpower framework
• Days 61–90Core workforce fully deployed
• Skill matrix established
• KPI framework implemented
• Shift/roster system operational
• HR MIS dashboard operational
• Training programme operational
• Performance review system established
• Employee handbook/policy documentation completed

Candidate ProfileWe are looking for someone who is hands-on and execution-oriented, preferably with experience in:

• Cold storage
• Cold chain
• Warehousing
• Logistics
• FMCG
• Food processing
• Manufacturing
• Large-scale distribution
• Other labour-intensive operations

Preferred Experience8–15 years of HR experience, with meaningful exposure to blue-collar and frontline workforce management.

Experience in setting up a new facility, warehouse, plant, logistics operation or business unit will be strongly preferred.

Essential SkillsThe candidate should demonstrate strong capability in:

• Recruitment
• Manpower planning
• Labour management
• Workforce productivity
• Training
• Employee relations
• HR systems
• Performance management
• HR MIS
• Compliance coordination
• Contractor management

Most importantly:The person must be comfortable being on the shop floor.

This is not a desk-only HR position.

The HR Manager will be expected to spend significant time interacting with:

• Workers
• Supervisors
• Managers
• Contractors
• Technicians
• Drivers
• Operational teams

and understand the actual problems of the operation.

What Success Looks LikeAfter six months, we should be able to say:

We have the right people, in the right positions, with clearly defined responsibilities, properly trained, properly supervised and measured against clear performance standards.And after one year:

We have an HR and manpower system that can be replicated when the next cold-chain unit is established.Key Performance Indicators.

The HR Manager will ultimately be evaluated on:

1. Timely staffing of the organisation
2. Quality of recruitment
3. Employee attrition
4. Absenteeism
5. Manpower productivity
6. Labour cost control
7. Training completion
8. Skill development
9. Employee discipline
10. Statutory/HR compliance
11. Contractor management
12. Employee engagement
13. Accuracy and timeliness of HR MIS
14. Readiness of manpower for operational expansion

We are looking for the person who will help build the human operating system of a new cold-chain business.

If you are someone who enjoys building organisations, solving manpower problems and creating systems from the ground up, this role offers an opportunity to build something that can become the foundation for a larger cold-chain network.