HR Executive

JOB DESCRIPTION (JD) – HR EXECUTIVE (FEMALE)

Organization: Vamsha Retail Ventures Private Limited

Department: People Development / Human Resources

Designation: HR Executive (Female)

Reporting To: PDM / HR Manager

Work Location: Mayiladuthurai

Employment Type: Full-Time

1. JOB OBJECTIVE

The HR Executive is responsible for executing end-to-end HR and People Development operations at the branch/organizational level. The role ensures timely recruitment, statutory compliance, attendance & payroll coordination, employee engagement, training execution, grievance handling, and SOP adherence, in line with approved PD SOPs and MD directives.

2. ROLE SCOPE

This position covers operational HR execution across:

• Recruitment & onboarding
• Attendance, payroll & statutory compliance
• Employee engagement, welfare & satisfaction
• Training coordination & reviews
• Grievance, discipline & exit management
• SOP coordination and audit support

3. KEY RESPONSIBILITIES

A. Recruitment & Onboarding

• Execute recruitment activities strictly as per approved Staff Matrix.
• Coordinate job postings, walk-ins, interviews, documentation, and joining formalities.
• Ensure new employee ID creation, biometric registration, and document verification.
• Coordinate induction training and buddy allocation for new joiners.
• Track probationary employees and support monthly/quarterly evaluations.

B. Attendance, Leave & Payroll Coordination

• Maintain daily attendance records (biometric & manual).
• Process leave, week off, permission, and outpass requests as per policy.
• Close monthly attendance within defined timelines.
• Coordinate payroll inputs with Accounts and PD Manager.
• Maintain error-free attendance and deduction records.

C. Statutory & Compliance Activities

• Support EPF, ESI, Shops & Establishment compliance activities.
• Ensure timely collection and verification of employee statutory documents.
• Maintain statutory files, challans, acknowledgments, and records.
• Respond to statutory queries and notices in coordination with PD Manager.

D. Employee Engagement & Welfare

• Assist in Employee Engagement Matrix preparation and execution (Quarterly).
• Support Employee Satisfaction Surveys (ESS) and follow-up reviews.
• Coordinate welfare activities, rewards & recognition programs.
• Maintain confidentiality and trust in employee interactions.

E. Training Coordination

• Collect department-wise training needs.
• Support training calendar execution (internal/external).
• Coordinate venue, attendance, feedback, and documentation.
• Prepare training observation and feedback reports.

F. Grievance & Discipline Management

• Receive, document, and coordinate grievance resolution within defined TAT.
• Support disciplinary procedures with proper documentation.
• Maintain confidentiality and neutrality in all cases.
• G. Exit & Final Settlement Coordination
• Coordinate exit interviews and No Due Certificate process.
• Ensure asset recovery, documentation, and timely communication.
• Support Accounts for smooth Full & Final settlement processing.

H. SOP Coordination & Reporting

• Ensure department-level adherence to approved SOPs.
• Coordinate SOP audits, follow-ups, and corrective actions.
• Maintain HR trackers, reports, and dashboards.
• Submit periodic reports to PD Manager / MD Office.

4. AUTHORITY & LIMITATIONS

• Authorized to collect, verify, and process HR data.
• Cannot approve salaries, recruitment deviations, or disciplinary actions independently.
• All critical decisions require PD Manager / MD approval.

5. KEY PERFORMANCE INDICATORS (KPIs)

• Recruitment TAT adherence
• Attendance & payroll accuracy
• Statutory compliance adherence
• Training execution effectiveness
• Employee engagement & satisfaction scores
• SOP audit compliance score
• Grievance resolution TAT

6. REQUIRED QUALIFICATIONS

• Graduate / Postgraduate in HR, Business Administration, or related field.
• 1–3 years of HR operations experience (Retail preferred).
• Strong knowledge of HR processes, statutory basics, and documentation.

7. SKILLS & COMPETENCIES

• Strong communication & interpersonal skills
• High confidentiality and integrity
• Good documentation and follow-up discipline
• Ability to work under timelines and pressure
• Basic system / HRMS / Excel proficiency
• Employee-friendly and process-oriented mindset

8. BEHAVIORAL EXPECTATIONS

• Professional conduct and ethical handling of employee information
• Calm, empathetic, and solution-oriented approach
• High coordination ability across departments
• Strict adherence to SOPs and timelines

9. CAREER PROGRESSION

• HR Executive → Senior HR Executive → HR Manager (based on performance, KPIs, and organizational requirements)

Job Types: Full-time, Permanent

Pay: ₹10,000.00 - ₹16,000.00 per month

Benefits:

• Food provided
• Provident Fund

Work Location: In person