Job Description: HR & Admin Executive
Job Title: HR & Admin Executive
Department: Human Resources & Administration
Reports To: HR Manager / Administration Manager / General Manager
Location: [Company Location]
Position Summary
The HR & Admin Executive is responsible for supporting the day-to-day operations of the Human Resources and Administration functions. The role includes recruitment support, employee relations, HR documentation, payroll coordination, office administration, facilities management, and ensuring compliance with company policies and procedures. The position requires excellent organizational, communication, and multitasking skills to ensure efficient business operations and a positive workplace environment.
Key Responsibilities
Human Resources Responsibilities
Recruitment & Onboarding
- Assist in end-to-end recruitment activities, including job posting, candidate sourcing, screening, interview coordination, and selection processes.
- Coordinate onboarding and induction programs for new employees.
- Prepare employment contracts, offer letters, and other onboarding documentation.
- Maintain recruitment records and candidate databases.
Employee Records & HR Operations
- Maintain accurate and up-to-date employee files and HR records.
- Manage employee attendance, leave records, and HR documentation.
- Update employee information in HR systems and databases.
- Prepare HR reports, employee letters, and employment certificates as required.
Employee Relations
- Serve as a point of contact for employee inquiries and HR-related matters.
- Support employee engagement initiatives and workplace activities.
- Assist in resolving employee concerns and maintaining positive employee relations.
- Promote compliance with company policies and workplace standards.
Payroll & Benefits Administration
- Coordinate attendance and payroll-related information for processing.
- Assist in managing employee benefits, insurance, and leave administration.
- Ensure accuracy of payroll inputs and employee records.
- Support compensation and benefits-related activities.
Compliance & Policy Administration
- Ensure compliance with labor laws, company policies, and HR procedures.
- Assist in maintaining statutory records and compliance documentation.
- Support audits and inspections related to HR and employment matters.
- Participate in policy implementation and updates.
Administration Responsibilities
Office Administration
- Oversee daily office administration and ensure smooth office operations.
- Manage office supplies, stationery, and inventory requirements.
- Coordinate office maintenance, repairs, and vendor services.
- Ensure office facilities are safe, clean, and well-maintained.
Facility & Asset Management
- Maintain records of company assets and equipment.
- Coordinate facility management activities and service providers.
- Monitor office resource utilization and administrative expenses.
- Support workspace allocation and office setup requirements.
Travel & Logistics Coordination
- Arrange travel bookings, accommodation, transportation, and related logistics for employees and visitors.
- Coordinate meetings, conferences, and company events.
- Maintain travel and administrative records.
Vendor & Service Management
- Liaise with external vendors, suppliers, and service providers.
- Process administrative purchase requests and vendor documentation.
- Monitor service agreements and ensure timely renewals.
Reporting & Documentation
- Prepare HR and administrative reports as required by management.
- Maintain confidentiality of employee and company information.
- Ensure proper filing and documentation of all HR and administrative records.
Qualifications
- Bachelor's Degree in Human Resources, Business Administration, Management, or a related field.
- HR certification or professional qualification is an advantage.
- MBA/PGDM in Human Resources or Business Administration preferred.
Experience
- Minimum 2–5 years of experience in HR and Administration roles.
- Experience handling HR operations, recruitment, and office administration.
- Knowledge of labor laws and HR best practices is preferred.
Skills & Competencies
- Strong understanding of HR processes and administrative functions.
- Excellent organizational and multitasking abilities.
- Strong communication and interpersonal skills.
- Proficiency in Microsoft Office Suite and HRMS systems.
- Ability to maintain confidentiality and professionalism.
- Problem-solving and decision-making skills.
- Attention to detail and accuracy in documentation.
Personal Attributes
- Professional and proactive approach to work.
- Strong sense of responsibility and accountability.
- Team-oriented with excellent relationship-building skills.
- Adaptable and capable of working in a fast-paced environment.
- High level of integrity and discretion.
Working Conditions
- Full-time position.
- Office-based role with regular interaction across departments.
- Participation in company events, recruitment activities, and administrative projects as required.
