HR Admin Executive

Position Summary

The HR & Admin Executive is responsible for the company's human resources function and its general oplant administration - recruitment, onboarding, attendance and leave management, statutory HR compliance, employee lifecycle management, and day-to-day administrative upkeep of the office and plant premises. The role works closely with the All Dep Heads for manpower planning and attendance, and with the Account Executive for accurate and timely payroll processing.

Key Responsibilities

Recruitment & Onboarding

•      Coordinate recruitment for plant and office roles - sourcing, screening, and scheduling interviews with the Plant Manager/Department Heads.

•      Manage onboarding, induction, and documentation for new joiners.

•      Maintain and update job descriptions and interview records in coordination with department heads.

Attendance, Leave & Payroll Coordination

•      Maintain attendance and leave records, coordinating with the All Dep Heads for staff data.

•      Prepare and share monthly payroll inputs accurately and on time with the Account Executive for salary processing.

•      Track leave balances and ensure compliance with the company's leave policy.

Statutory HR Compliance

•      Ensure statutory compliance PF, ESIC, labour law registers, and other applicable filings.

•      Maintain statutory registers and documentation required under the Factories Act/Shops & Establishment Act.

•      Keep track of compliance due dates and renewals (licenses, registrations) relevant to HR and plant administration.

Employee Records & Documentation

•      Maintain employee personnel files, service records, and HR documentation in an audit-ready state.

•      Process confirmation letters, increment letters, and other employment documentation.

Employee Relations & Exit Process

•      Support grievance handling and disciplinary documentation in coordination with the reporting manager.

•      Manage exit formalities - resignation processing, full & final settlement coordination with Accounts, and relieving letters.

•      Support employee engagement initiatives as directed by the Plant Manager/Operations Head.

General Administration

•      Manage day-to-day office and plant administration housekeeping, pantry, stationery, and office supply vendors.

•      Coordinate maintenance and upkeep of office/plant infrastructure (furniture, fixtures, common areas) with relevant vendors.

•      Maintain records of company assets (laptops, furniture, office equipment) issued to employees.

•      Arrange travel, accommodation, and logistics for business visits, candidate interviews, or official guests.

•      Track renewal of administrative licenses/registrations (e.g., Shop & Establishment, fire safety certificates) in coordination with the Plant Manager/Operations Head.

•      Coordinate with security and housekeeping vendors/staff for day-to-day plant premises upkeep and access control.

Key Result Areas (KRA)

1. Recruitment & Onboarding

•      Fill open positions within the agreed recruitment turnaround time (TAT).

•      Complete onboarding/documentation for every new joiner within the first week.

2. Payroll & Statutory Compliance

•      Submit 100% accurate payroll inputs to Accounts on schedule every month.

•      Zero non-compliance in PF/ESIC/labour law filings and registers.

3. Employee Records

•      Maintain 100% updated and audit-ready personnel files and HR registers.

4. Exit Process

•      Complete exit formalities (handover, F&F coordination, relieving letter) within the defined timeline for every exit.

5. Administration

•      Resolve office/plant administrative issues (supplies, facility, vendor coordination) within 24–48 hours.

•      Zero lapses in administrative license/registration renewals.

6. Coordination

•      Resolve Floor Manager's attendance/manpower queries within 24–48 hours.

•      Coordinate payroll-linked data with the Account Executive without errors or delays.

Key Performance Indicators (KPIs)

•      Recruitment time-to-hire

•      Payroll input accuracy and submission timeliness

•      Statutory compliance (PF/ESIC) — on-time %

•      Attrition rate

•      Exit formality turnaround time

•      Administrative issue resolution turnaround time

•      License/registration renewal compliance — zero lapses

Candidate Requirements

Education

•      Graduate in any discipline; a degree/diploma in HR Management is preferred. MBA/PGDM in HR is an advantage.

Experience

•      2–4 years in a combined HR and administration role, ideally within a manufacturing plant environment.

•      Experience handling statutory HR compliance (PF/ESIC) and plant-based recruitment is strongly preferred.

•      Exposure to office/facility administration vendor coordination, asset management, license renewals is a strong plus.

Knowledge & Skills

•      Working knowledge of labour laws, PF, ESIC and other applicable statutory HR requirements.

•      Recruitment coordination and HR documentation skills.

•      Basic payroll input knowledge (attendance-to-payroll cycle).

•      Vendor coordination and general office/facility administration skills.

•      Proficiency in MS Excel and HR/payroll software.

Behavioural Attributes

•      Approachable and fair in handling employee-facing matters.

•      High integrity and confidentiality given access to employee data.

•      Strong organizational and multitasking ability, balancing HR and administrative priorities.

Clear communication skills for coordinating across plant and office functions.