HR & Admin Officer

We are seeking a dedicated HR professional to manage end-to-end human resource functions within a dynamic manufacturing environment. The role involves coordinating recruitment, employee relations, HR operations, compliance, and performance management to support organizational goals. The ideal candidate will be detail-oriented, proactive, and capable of maintaining confidentiality while fostering a positive workplace culture.

Key Responsibilities

Recruitment & Selection: Coordinate manpower requisitions with department heads, prepare and publish job advertisements, screen CVs, schedule interviews, and manage the selection process. Conduct initial interviews and facilitate technical interviews with relevant teams. Prepare offer letters, appointment letters, and employment contracts as authorized. Oversee onboarding, orientation, and probation evaluations while maintaining recruitment trackers and reporting vacancy status to management.

HR Operations & Employee Records: Maintain and update employee files, HR databases, and organizational charts. Prepare documentation related to appointments, confirmations, transfers, promotions, and separations. Monitor probation periods, contract expiries, confirmations, and retirements. Address employee queries regarding policies and benefits while ensuring confidentiality and proper custody of records.

Attendance, Leave & Payroll Coordination: Monitor daily attendance, absenteeism, overtime, and leave records. Verify attendance adjustments and leave applications per company policy. Collaborate with factory administration, department heads, and payroll teams to resolve discrepancies. Submit verified attendance and leave data within payroll deadlines. Assist with final settlements and verification of outstanding dues.

Compensation & Benefits: Support the preparation of salary structures, annual increments, allowances, and benefits documentation. Maintain records of salary revisions, promotions, bonuses, loans, and advances. Coordinate employee benefits, insurance, statutory contributions (EOBI, social security), and prepare compensation reports and manpower cost analyses. Ensure all compensation changes have appropriate approvals.

Employee Relations & Grievance Handling: Address employee complaints confidentially and professionally. Assist in resolving workplace conflicts and disciplinary matters. Prepare disciplinary correspondence such as show-cause notices and warning letters as authorized. Maintain records of disciplinary cases and support management in promoting employee engagement and workplace discipline. Coordinate union-related matters and labor relations where applicable.

Performance Management & Training: Coordinate performance appraisal processes and follow up with managers. Maintain KPI records, appraisal forms, and development plans. Identify training needs with departmental heads, manage training schedules, nominations, attendance, feedback, and evaluation. Maintain training records and prepare reports on training effectiveness.

Labor Law & Statutory Compliance: Assist in ensuring compliance with labor laws and statutory requirements. Maintain records for labor inspections and audits. Coordinate with authorities and external service providers as authorized. Monitor statutory registrations and contributions, escalating compliance gaps with recommendations to HR leadership.

HR Reporting & Documentation: Prepare periodic reports on headcount, recruitment, turnover, absenteeism, overtime, leave, and employee movements. Maintain HR trackers, dashboards, and MIS reports. Assist in manpower budgeting and employee cost analysis. Recommend improvements in HR procedures and documentation to enhance operational efficiency.

Separation & Exit Management: Manage resignations, retirements, terminations, and contract expirations. Conduct exit interviews and document feedback. Ensure clearance of company assets and coordinate final settlements with payroll and finance. Maintain separation documentation and employee records.

Authority & Accountability: Execute routine HR activities within approved policies and delegated authority. Collaborate with departmental heads, Finance, Payroll, and Administration. Recommend process improvements and escalate sensitive matters to reporting managers. Note that approval authority for recruitment, salary revisions, disciplinary actions, or financial commitments is not delegated unless specified.

Required Qualifications

Education: Bachelor’s degree in Human Resources, Business Administration, or a related field is required. A Master’s degree or professional HR qualification is preferred.

Experience: 4 to 6 years of relevant HR experience, preferably in a manufacturing setting.

Technical Skills: Proficiency in MS Excel, Word, HRIS/HRMS systems, payroll coordination, HR reporting, and employee record management.

Professional Skills: Strong communication, coordination, problem-solving abilities, confidentiality, attention to detail, and time management.

Knowledge: Comprehensive understanding of recruitment, HR operations, payroll processes, employee relations, and applicable labor laws.

Compensation: Monthly salary range is Rs70,000 to Rs90,000.

Work Location: This position requires in-person attendance.

This role offers the opportunity to contribute significantly to HR functions while working closely with various internal departments and external stakeholders. The successful candidate will uphold professional ethics and confidentiality, ensuring smooth HR operations aligned with company policies and legal requirements.