Job Title
HR Generalist (HR Operations, Payroll & Talent Coordination)
About the Role
HR Generalist
Partner Employment Firms
The role requires hands-on payroll experience in India and a working knowledge of Canadian payroll and employment standards (especially the Ontario ESA), along with the confidence to handle sensitive conversations professionally across cultures and time zones.
Role Information
Category
Details
Position Type
Full-Time
Location
Remote (India)
Working Hours
7:00 PM 3:00 AM IST (to overlap with Canadian business hours, EST)
Experience
2–4 Years in HR Generalist, HR Coordinator, or HR Operations roles
Education
Bachelor's Degree, MBA/PGDM in Human Resources, or equivalent
Reports To
Leadership (Directors)
Teams Supported
Employees and contractors in India and Canada
Entities Supported
Valoomly Talent and and Partner Firms
Key Responsibilities
HR Documentation & Records
- Create, maintain, and organize all HR documents including employment contracts, offer letters, contractor agreements, job descriptions, and employee files.
- Maintain accurate, confidential personnel records for employees and independent contractors across Cross Cosmic and Cross Cosmic Recruitment.
- Prepare HR letters such as employment verification, experience letters, and letters required by regulatory bodies (e.g., employer confirmation letters for licensed consultants).
- Keep HR templates, forms, and checklists current and stored in an organized shared drive structure.
Payroll & Compensation Administration (India & Canada)
- Process monthly payroll for the India team and bi-weekly or semi-monthly payroll for the Canada team, accurately and on time.
India:
Manage salary structures, PF, ESI, Professional Tax, and TDS deductions and filings, and issue payslips and Form 16.Canada:
Manage CPP, EI, and income tax deductions and remittances, vacation and public holiday pay under the Ontario ESA, and coordinate with the accountant on T4s and Records of Employment (ROE).- Track attendance, leave, overtime, and holidays for both countries, including each country's public holiday calendar.
- Manage contractor invoicing records and payment schedules for independent contractors and partner consultants in both countries.
- Maintain payroll records and resolve employee payroll queries promptly.
Policies, Rules & Compliance
- Draft, update, and communicate company policies for both teams, including the employee handbook, code of conduct, leave, remote work, attendance, and confidentiality policies.
- Ensure HR practices comply with Indian labour laws (e.g., Shops and Establishments Act, POSH Act) and Canadian requirements (Ontario ESA, OHSA, AODA, Ontario Human Rights Code).
- Ensure every employee acknowledges key policies and keep signed acknowledgements on file.
- Track mandatory training and compliance deadlines in both countries (e.g., POSH awareness, workplace harassment, and health & safety training).
Employee Relations & HR Challenges
- Act as the first point of contact for employees in India and Canada on concerns, conflicts, grievances, and workplace issues.
- Investigate and document HR issues fairly and confidentially, and escalate to leadership when needed.
- Support performance management including probation reviews, performance improvement plans, warnings, and exit processes.
- Conduct exit interviews and maintain offboarding checklists (access removal, final pay, ROE).
- Support team engagement initiatives and help maintain a positive work culture.
Recruitment & New Hire Coordination
- Coordinate the hiring process for Cross Cosmic and Cross Cosmic Recruitment: posting jobs, scheduling interviews, collecting feedback, and communicating with candidates.
- Draft and send offer letters, employment agreements, and contractor agreements after leadership approval.
- Manage pre-joining requirements such as document collection, background/reference checks, and banking and tax forms (PAN, Aadhaar, and investment declarations in India; TD1 in Canada).
- Plan and run onboarding: remote Day 1 setup across time zones, tool and system access, policy walkthroughs, introductions, and 30/60/90-day check-ins.
Partner Employment Firm & Candidate Coordination
- Coordinate with candidates placed or referred for jobs at Partner Employment Firms, from shortlist to offer and joining.
- Schedule interviews between candidates and partner employers and follow up on outcomes.
- Collect and verify candidate documents required by partner employers.
- Work closely with the Cross Cosmic Recruitment team on candidate pipelines, placements, and post-placement follow-ups.
CRM & HR Systems
- Maintain employee, candidate, and placement records in the CRM (Zoho CRM), keeping stages, notes, and documents up to date.
- Track every candidate's status across Cross Cosmic, Cross Cosmic Recruitment, and Partner Employment Firm roles.
- Prepare monthly HR reports on headcount, hiring status, attrition, leave, and payroll summaries for leadership.
Qualifications
Mandatory Requirements
- 2–5 years of experience as an HR Generalist, HR Coordinator, HR Executive, or in HR Operations.
- Hands-on experience processing payroll in India, including PF, ESI, Professional Tax, and TDS.
- Working knowledge of Canadian payroll (CPP, EI, income tax) and the Ontario Employment Standards Act, or a strong willingness to learn quickly.
- Experience drafting HR documents such as offer letters, employment contracts, and company policies.
- Experience coordinating recruitment and onboarding, including scheduling interviews and communicating with candidates.
- Experience supporting remote or distributed teams, ideally across countries or time zones.
- Excellent written and verbal communication skills in English.
- Proven ability to handle confidential information with discretion and integrity.
- Proficiency with Google Workspace or Microsoft Office (Docs/Word, Sheets/Excel).
- A reliable home office setup with a stable internet connection.
Preferred Skills
- Prior experience managing HR or payroll for a Canadian, US, or other international company from India.
- Experience using payroll software such as Zoho Payroll, Keka, greytHR, or RazorpayX Payroll (India), and Wagepoint, ADP, or QuickBooks Payroll (Canada).
- Experience with CRM or HRIS systems, especially Zoho CRM, Zoho People, or BambooHR.
- Experience in a recruitment agency, staffing firm, or immigration consultancy environment.
- Understanding of hiring workflows linked to Canadian immigration (e.g., LMIA-based or employer-sponsored roles).
- Certification in HR (e.g., SHRM, CHRP, or an HR/payroll certification).
- Familiarity with e-signature tools such as DocuSign or Zoho Sign.
- Familiarity with AI tools such as ChatGPT, Claude, or Gemini for drafting and HR productivity.
- Fluency in Hindi or Punjabi to support a diverse candidate base.
Key Competencies
- HR Operations & Administration
- Payroll Management
- Employment Law & Compliance (India & Canada)
- Policy Development
- Employee Relations & Conflict Resolution
- Recruitment & Onboarding Coordination
- Candidate Communication
- HR Documentation & Record Keeping
- CRM & Data Management
- Confidentiality & Integrity
- Attention to Detail
- Time Management & Multitasking
- Communication & Interpersonal Skills
KPIs
- Payroll for India and Canada processed accurately and on time every cycle, with all statutory filings completed on schedule.
- Offer letters sent within 24 hours of leadership approval.
- New hires fully onboarded (documents, system access, policy sign-off) within their first week.
- Candidates for Cross Cosmic, Cross Cosmic Recruitment, and Partner Employment Firm roles coordinated and closed on schedule.
- CRM records complete and up to date for 100% of employees and active candidates.
- Employee issues acknowledged within 48 hours and resolved or escalated on time.
Why Join Cross Cosmic?
- Opportunity to work with a fast-growing Canadian immigration company.
- Fully remote role from anywhere in India.
- International exposure, working with teams and employers across India and Canada.
- Build the HR function from the ground up across two growing companies.
- Direct collaboration with leadership and visibility of your impact.
- Career growth and continuous learning opportunities.
How to Apply
Interested candidates should send their resume and a short cover letter highlighting their HR operations, payroll (India and/or Canada), and recruitment coordination experience.
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