Role Overview
We are looking for a competent and proactive
Assistant Manager - HR Admin (Site)
to manage HR and administrative operations at project-site level. The candidate will ensure smooth site operations through efficient HR services (onboarding, compliance, manpower management, employee welfare) and effective site administration (facility, vendor services management, site infrastructure, safety, compliance). The role acts as the link between site workforce/staff and corporate HR/Admin, ensuring operational discipline, compliance with labour laws/regulations, and supporting site-level employee workplace needs.
Key Roles Responsibilities
1. HR Operations Site-Level Workforce Management
Manage end-to-end site-level HR operations: recruitment support for site staff, onboarding (joining formalities, documentation), and exit / off-boarding processes.
Maintain and update employee records, site-staff databases, attendance, leave management, and contract/license records as applicable.
Assist in payroll input coordination (for site staff), ensure accurate records and timely submission to payroll/finance team.
Support performance management coordinate with supervisory or project heads for appraisals, reviews, documentation, and follow-up.
Manage employee relations at site: grievance handling, conflict resolution, policy communication, and ensure a healthy employee working environment.
2. Site Administration Facility Management
Oversee general site administration: site offices, staff accommodation (if any), site-services (housekeeping, security, transport, canteen/food/ welfare services), site facilities maintenance, vendor coordination for services.
Manage procurement of site-level supplies/ consumables/ assets (office supplies, safety equipment, PPEs, housekeeping supplies, utilities), maintain inventory/asset register, and coordinate timely replenishment.
Oversee vendor/contractor services for site administration: housekeeping, security, transport, facility maintenance ensure vendor compliance with service standards, contracts and timely payments.
Ensure all site admin services adhere to company policies, statutory/regulatory norms, and internal guidelines.
3. Statutory Compliance Labour-Law / Regulatory Adherence
Ensure site-level compliance with applicable labour laws, statutory requirements (depending on project/site jurisdiction), contract-labour laws, employee welfare regulations.
Maintain required records and documentation (attendance, labour licenses, contracts, statutory registers) to meet audit and legal compliance standards.
Coordinate with legal / corporate / compliance function (if any) to ensure timely renewal of licenses, compliances for contractors/vendors, permits, and other site-level regulatory obligations.
4. Employee Welfare, Engagement Well-being
Facilitate welfare services for site employees as needed accommodation, transport, canteen/food, medical or first aid, sanitation, safety equipment, and general well-being support.
Act as first point-of-contact for employee concerns/grievances at site; ensure prompt response and resolution or escalate as needed.
Collaborate with central HR for any engagement, training, orientation or communication programs adapted for site staff.
5. Reporting, Coordination Stakeholder Management
Maintain regular MIS and reports for site-level HR and admin metrics: headcount, attendance, leave, turnover, vendor bills payments, facility/service status, incidents or grievances, audit/compliance status.
Liaise with corporate/central HR Admin teams to ensure site operations align with overall company policies and procedures.
Work with project heads / site heads / operations / safety / maintenance teams to ensure smooth coordination of site activities, compliance with safety and environment norms, and integrated operations.
6. Process Cost Control, Vendor Service Management
Prepare and manage site admin budgets (supplies, services, maintenance, welfare, vendor payments, facility costs). Review actual vs budget, identify cost deviations, and take corrective actions.
Evaluate vendor/contractor proposals for site-services; ensure selection of reliable vendors, define scope of work (SOW), monitor service delivery and compliance to service level agreements (SLAs).
Maintain vendor contracts, bills/invoices, service quality records, ensure timely payments, and manage vendor audits/renewals as needed.
7. Health, Safety, Environment (HSE) Site Discipline
Ensure site compliance with HSE safety regulations (especially relevant if site is industrial, construction, or manufacturing). Facilitate provision of safety gear, ensure housekeeping, sanitation, safe working conditions.
Coordinate with site safety or operations teams to implement safety protocols, periodic safety audits, and ensure compliance with statutory safety norms.
Maintain records of safety audits, incidents, employee training, and ensure alignment with company-wide safety policies.
Qualifications Skills
Education:
Bachelor s degree ideally in Business Administration, Human Resources, Management, or related field. Post-graduation (MBA - HR) or equivalent is advantageous but not mandatory.
Knowledge:
Familiarity with labour laws, statutory compliance related to workforce and contractors; understanding of administration and facility management; vendor and contract management; general HR best practices.
Technical Skills:
Proficiency in MS Office (Excel, Word), HRMS/HRIS or basic HR/attendance/payroll systems, record-keeping, report generation, vendor asset tracking, procurement inventory management.
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