HR & Admin Executive

1. Job Overview

The HR & Admin Executive in a CRO manages people-related processes (hiring, onboarding, payroll, compliance, training) and office operations (facilities, vendor coordination, documentation) while ensuring compliance with clinical research industry regulations like ICH-GCP, Schedule Y, and local labor laws.

2. End-to-End Responsibilities

A. Human Resources Responsibilities

Recruitment & Onboarding

• Preparing and posting job descriptions for clinical, regulatory, and operational roles.
• Coordinating with department heads for manpower planning.
• Screening resumes, conducting preliminary interviews, and scheduling further rounds.
• Managing offer letters, appointment letters, and joining formalities.
• Organizing induction programs to brief employees on CRO protocols, SOPs, and regulatory guidelines.

Employee Records & Compliance

• Maintaining accurate HR files (digital & physical).
• Tracking employee contracts, renewals, and role changes.
• Ensuring all staff training and certification records (e.g., GCP training) are up to date.
• Maintaining confidentiality of sensitive trial and personnel data.

Payroll & Benefits

• Managing attendance, leave records, and shift schedules.
• Coordinating payroll processing with accounts.
• Handling statutory compliance – PF, ESI, gratuity, professional tax, and labor law requirements.
• Administering health insurance and other benefits.

Employee Engagement & Performance

• Coordinating internal events, recognition programs, and engagement activities.
• Assisting with performance appraisal cycles, goal setting, and feedback sessions.
• Managing grievance handling and disciplinary actions as per company policy.

B. Administrative Responsibilities

Office Operations

• Overseeing office maintenance, cleanliness, and safety.
• Ensuring availability of supplies (stationery, IT equipment, lab consumables).
• Managing AMC contracts for office & lab equipment.
• Supervising housekeeping, security, and facility management.

Vendor & Procurement Management

• Coordinating with vendors for procurement of services and supplies.
• Managing purchase orders, quotations, and vendor payments.
• Negotiating costs and ensuring timely deliveries.

Travel & Logistics

• Booking travel, accommodation, and transport for employees, especially for site monitoring visits or investigator meetings.
• Managing logistics for clinical trial materials (ensuring temperature control, documentation).

Compliance & Documentation

• Ensuring all administrative processes follow SOPs and regulatory compliance.
• Coordinating audits (internal, sponsor, or regulatory inspections).
• Maintaining visitor logs, access control, and safety protocols.

3. Skills & Competencies

• Knowledge of Clinical Research Regulations (ICH-GCP, Schedule Y, SOP adherence).
• Strong HR process knowledge (recruitment, payroll, compliance).
• Administrative & vendor management skills.
• Good communication and coordination skills.
• Proficiency in MS Office, HRMS software, and documentation control systems.
• Ability to maintain confidentiality and handle sensitive trial data.

4. Reporting Structure

• Reports to: HR Manager / Admin Manager / Director – Operations
• Works closely with: Clinical Operations Team, Quality Assurance, Regulatory Affairs, and Finance.

Job Types: Full-time, Permanent

Pay: ₹17,000.00 - ₹22,000.00 per month

Benefits:

• Health insurance
• Provident Fund

Work Location: In person