Assistant Manager - HR Operations

ROLES AND RESPONSIBILITIES

I. Planning and Execution:

HR Policies and Procedures:

● Develop, implement, and update HR policies and procedures to reflect the company’s values and comply with legal requirements.

● Ensure that all company policies and procedures are followed by employees as mentioned in the employee handbook.

● Communicate HR policies to employees and ensure understanding and adherence.

● Provide guidance to managers and employees on HR policies, procedures, and best practices.

Talent Management:

● Maintain and upgrade the implemented strategic HR initiatives like employee grading system, talent management and development, organization design, individual competency assessment, and succession planning.

● Counselling employees on career progression and individual development.

● Create tailor-made resource management plans to address business needs for different portfolios of employees.

● Provide business-aligned HR solutions in matters such as people productivity and metrics computation.

● Periodically maintain job descriptions by coordinating with department HODs to know of any changes in the duties and responsibilities for the current positions, and develop job descriptions for the new established positions as per the requirement of the company.

Onboarding and Offboarding:

● Coordinate the onboarding process for new employees, including document verification, orientation, and training.

● Manage the offboarding process, ensuring a smooth transition for departing employees and conducting exit interviews.

● Maintain a database of exit interview feedback and provide insights to management for continuous improvement.

● Assist in the administration activities of the company which include transportation, housekeeping, security, maintenance, etc.

Employee Records Management:

● Maintain accurate and up-to-date employee records in the HR information system.

● Ensure all employee information is confidentially managed and complies with company policies and legal requirements.

● Oversee the maintenance of personnel files and update records for new hires, promotions, transfers, and terminations.

Payroll and Benefits Administration:

● Manage the payroll process, ensuring timely and accurate payment of salaries and wages.

● Detect and reconcile payroll discrepancies by performing checks on attendance, leave details, shift allowance, incentives, and full and final settlements on a monthly basis.

● Collaborate with the finance team to resolve any payroll discrepancies.

● Administer employee benefits programs, including health insurance, provident fund, and gratuity.

● Renew and review the current medical health insurance policy of the company and negotiate to get the best deals to cover the company staff.

● Handle PF, ESIC, Medical Insurance, Gratuity, TN Shops & Establishments Act, Contract Labour Act, Maternity Benefit Act, and National Festival Holidays Act activities.

● Effective handling of employee queries in relation to payroll-related issues via email and in person.

Employee Engagement and Relations:

● Assist in organizing employee engagement activities and events.

● Address employee queries and grievances in a timely and professional manner.

● Foster a positive and inclusive work environment.

● Responsible for new employee orientation, grievance resolution, conflict mediation, discipline, policy compliance, employee motivation, employee retention, and employee development.

● Support the VP-HR in the disciplinary procedure if any.

HR Analytics and Reporting:

● Generate and analyze HR reports and metrics to provide insights to management.

● Track and report on key HR metrics such as headcount, turnover, and employee satisfaction.

● Use data to identify trends and recommend improvements to HR practices.

● Submit HRIS reports to the HR head from time to time.

Compliance and Legal:

● Ensure compliance with all labor laws and regulations in Tamil Nadu and India.

● Conduct frequent audits for contractors to comply with the regulatory norms as per Contract Labour Act.

● Prepare and submit statutory reports as required by local authorities.

● Conduct regular audits to ensure adherence to company policies and legal requirements.

Performance Management:

● Support the implementation and administration of the performance management system.

● Assist in the development and communication of performance appraisal processes.

● Maintain records of performance reviews and employee development plans.

● Facilitate the performance evaluation process for all the staff members in the group of companies.

● Support staff in dealing with the performance issues of their subordinates by advising the proper course of action.

II. Professional Development:

● Industry Certifications programs, Attending Online Courses and Webinars

● Attending conferences and other ongoing learning programs

● Join HR and recruitment professional groups on platforms.

● Internal Training and Development.

III. Documentation:

● Personal information forms

● Employment contracts

● Identification documents (e.g., passport, driver's license)

● Emergency contact information

● Promotion, transfer, and termination records

● Job descriptions

● Performance evaluations

● Employee data entries and updates

● Monthly payroll registers

● Salary slips

● Attendance and leave records

● Shift allowance and incentive calculations

● Full and final settlement documents

● Health insurance policies

● Provident fund and gratuity records

● Benefits enrollment forms

● PF, ESIC, Gratuity, and other statutory filings

● Renewal documents for insurance policies

● Records of payroll issues and resolutions

● Copies of applicable labor laws and amendments

● Records of compliance audits

● Reports submitted to local authorities

● Compliance certificates

● Internal and external audit reports

● Contractor compliance audit records

● Orientation materials

● Training schedules

● Document verification checklists

● Exit interview forms and feedback

● Clearance forms

● Final settlement records

● Completed performance review forms

● Employee development plans

● Guidelines and procedures for performance evaluations

● Training materials for managers and employees

● Records of performance-related discussions and actions

● Current and historical versions of the employee handbook

● Detailed HR policies and procedures

● Records of policy dissemination and employee acknowledgments

● Employee grading system records

● Organization design documents

IV. Behavior and Safety:

● Establishing a safe, purposeful and stimulating environment for workers and other colleagues

● Maintaining good relationships with colleagues and subordinates

● Being a positive role model and demonstrating consistently the required traits and attitudes

V. Teamwork and Collaboration:

● Participate in department meetings and provide constructive inputs for improvement if any

● Working as a team member and identifying opportunities for working with colleagues and sharing the development of effective practice with them

● Ensuring that colleagues working with you are appropriately involved in supporting learning and understand the roles they are expected to fulfil

KEY WORKING RELATIONSHIPS:

● Employees

● Managing Director

● VP-Human Resources

● Recruiter

● Finance

● Facility and procurement team

● Directors

● Head of the Departments

● Software distributors

QUALIFICATION/EXPERIENCE:

Qualification:

Any Bachelor degree and MBA in HR

Experience:

10 to 15 years of relevant experience

COMPETENCIES:

Functional competencies:

• Strategic HR management
• Employee relations
• Talent engagement and retention
• Performance management
• Compensation and benefits administration
• HR policy development and implementation
• HR data analysis and reporting
• Compliance and legal knowledge
• Administration & Facilities
• Training and development
• Change management

Behavioral competencies:

• Leadership and strategic vision
• Communication and interpersonal skills
• Problem-solving and decision-making
• Team management and collaboration
• Change management
• Analytical thinking
• Conflict resolution and mediation
• Ethical decision-making
• Adaptability and flexibility
• Influence and persuasion

Job Types: Full-time, Permanent

Pay: ₹16,346.45 - ₹59,563.10 per month

Benefits:

• Health insurance
• Provident Fund

Work Location: In person