HR Executive

Integrated Facility Management (IFM) & Pest Control CompanyHR, Admin & Executive Job Roles and Responsibilities

For Acuity Groups, I recommend structuring the HR and Administration department to manage recruitment, employee records, attendance, payroll coordination, manpower deployment, compliance, and daily reporting across both facility management and pest control operations.

1. HR & Admin Department Structure

Managing Director (MD)

Business oversight and approvals

HR & Admin / HR Executive

Department coordination and reporting

HR Recruiter

Hiring and onboarding

Admin Executive

MIS, attendance and documentation

Field Staff & Operations Coordination

Technicians, housekeeping, security and other site manpower

2. Job roles and responsibilitiesA. HR & Admin Manager / HR Executive

Primary objective: Manage the complete employee lifecycle, HR administration, statutory compliance coordination and manpower requirements.

Responsibility

Key activities

Recruitment management

Coordinate with department heads, source candidates, schedule interviews and close vacancies.

Employee master data

Maintain employee details, designation, salary, joining date, documents and deployment location.

Attendance and leave

Monitor daily attendance, absenteeism, leave applications and approval records.

Payroll coordination

Submit verified attendance, overtime, leave and salary inputs to Accounts.

Employee documentation

Maintain appointment letters, NDAs, ID proofs, joining forms and exit documents securely.

Statutory compliance

Coordinate PF, ESI, applicable labour registrations, contractor records and renewals with the responsible professional.

Performance management

Track employee KPIs, probation reviews, disciplinary matters and training requirements.

Manpower planning

Coordinate with operations to identify vacancies and arrange replacement staff.

Reporting

Submit daily HR updates and monthly manpower and recruitment MIS to the MD.

Recommended KPI targets

• Recruitment status updated daily; critical vacancies tracked against agreed deadlines.
• 100% of active employees entered in the employee master database.
• Attendance and payroll inputs submitted by the agreed monthly deadline.
• Employee joining and exit documentation completed as per company checklist.
• Compliance deadlines monitored with no avoidable missed submissions.

B. HR Recruiter

Primary objective: Fill vacancies on time and maintain a qualified candidate pipeline.

• Recruit pest control technicians, field officers, housekeeping staff, security staff, BDEs, BDMs and office executives.
• Post job advertisements and source candidates through recruitment portals, referrals and other channels.
• Screen CVs and verify candidates' suitability, experience and salary expectations.
• Coordinate interviews with the MD and department heads.
• Follow up with selected candidates until joining.
• Maintain a daily recruitment tracker covering vacancy, candidate name, interview status, offer status and expected joining date.
• Maintain a backup candidate list for urgent technician and site manpower requirements.
• Collect joining documents and coordinate onboarding with HR/Admin.

Recommended KPIs

KPI

Suggested target

Qualified candidates sourced

5–10 per active vacancy per working day

Interview coordination

As per department requirements

Critical vacancy follow-up

Daily

Candidate joining follow-up

100% of selected candidates

Recruitment MIS

Daily submission

Targets should be adjusted based on vacancy difficulty, salary range and hiring volume.

C. Admin Executive

Primary objective: Maintain office administration, employee records, attendance, documentation and operational coordination.

• Maintain employee attendance and leave records.
• Update the employee master data, including site, designation, salary details and reporting manager.
• Collect daily attendance and manpower deployment reports from client locations.
• Coordinate staff ID cards, uniforms, stationery, equipment and office requirements.
• Maintain employee files, vendor records, company assets and document registers.
• Follow up with operations for absenteeism, replacements and manpower shortages.
• Coordinate joining formalities, exit clearances and asset handovers.
• Track office expenses, invoices and administrative requirements.
• Submit daily MIS and escalate pending tasks to the HR/Admin Manager.

Recommended KPIs

• Daily attendance and deployment reports updated on time.
• Employee master data maintained accurately.
• Joining and exit documentation tracked to completion.
• Pending administrative tasks followed up daily.
• Asset and uniform registers updated for issued and returned items.

D. HR & Admin Assistant / Back-End Executive

Primary objective: Provide data-entry and documentation support to HR and Admin.

• Enter employee details into Excel or the HRMS.
• Scan, file and organize employee documents.
• Update attendance, leave and recruitment trackers.
• Prepare interview schedules and joining checklists.
• Follow up for missing employee documents.
• Maintain digital and physical filing systems.
• Prepare routine reports for review by the HR/Admin Executive.

4. Daily HR & Admin reporting format

Require the team to submit one consolidated daily MIS.

Report section

Information required

Manpower master

Total employees, active employees, site-wise deployment and vacancies

Recruitment

Open positions, candidates sourced, interviews, offers and joining dates

Attendance

Present, absent, on leave and replacement requirements

Manpower shortage

Client location, number required, revenue or service impact and action owner

Employee documentation

Joining files, NDA, appointment letters and pending documents

Compliance

PF/ESI status, applicable renewals, payment and filing deadlines

Pending actions

Task, responsible employee, deadline and current status

5. Reporting and accountability rules

• Daily: Submit attendance, recruitment progress and manpower shortage reports.
• Weekly: Review vacancy closure, employee documentation, absenteeism and pending compliance.
• Monthly: Submit complete manpower master data, payroll inputs, recruitment performance and HR KPI reports.
• Escalation: Immediately report critical technician shortages, site absenteeism, delayed replacement and compliance deadlines at risk.
• Accountability: Every task must have a responsible person and deadline. Repeated delays should be documented and reviewed through the company's performance management process.

My recommendation: For Acuity Groups, keep recruitment, employee master data, attendance, compliance tracking and site manpower coordination as separate measurable responsibilities, even if one employee handles more than one function initially. This will help prevent recruitment backlogs, incomplete MIS and unreported manpower shortages.

Pay: ₹26,000.00 - ₹35,000.00 per month

Benefits:

• Cell phone reimbursement
• Commuter assistance
• Health insurance
• Internet reimbursement
• Leave encashment
• Provident Fund

Ability to commute/relocate:

• JP Nagar, Bengaluru, Karnataka: Reliably commute or planning to relocate before starting work (Preferred)

Education:

• Bachelor's (Preferred)

Experience:

• integrated facility management : 3 years (Preferred)
• Facilities management: 2 years (Preferred)

Language:

• Kannada (Preferred)
• English (Preferred)
• Hindi (Preferred)
• Tamil (Preferred)
• Telugu (Preferred)

Location:

• JP Nagar, Bengaluru, Karnataka (Preferred)

Willingness to travel:

• 25% (Preferred)

Work Location: In person