1. JOB PURPOSE
Majorly Payroll Processing
Role & responsibilities
A. HR Strategy & Workforce Planning
- Develop and implement HR policies, systems and initiatives aligned with company objectives.
- Coordinate manpower planning with department heads and management; monitor vacancies and workforce requirements.
- Promote employee engagement, discipline, productivity, morale and a positive working environment.
B. Recruitment & Selection
- Manage end-to-end recruitment using job portals, LinkedIn, social media, employee referrals, recruitment consultants and other suitable channels.
- Screen candidates, coordinate interviews, evaluate suitability with the concerned department and obtain approval before final selection.
- Maintain recruitment records and support timely deployment of employees against approved manpower requirements.
C. Employee Documentation & Lifecycle
- Prepare and maintain offer letters, appointment letters, confirmation letters, transfer letters, relieving letters and other employee documents.
- Manage joining formalities, employee records, attendance and leave administration, confirmation, transfers and exit formalities.
- Ensure employee files and HR records are accurate, confidential and properly maintained.
D. Payroll, Compensation & Benefits
- Coordinate payroll processing, salary inputs, attendance, leave, deductions, benefits and employee-related budgets.
- Check payroll data for accuracy and coordinate corrections with Finance / Accounts before processing.
- Maintain appropriate records for employee compensation, benefits and statutory deductions.
E. Performance Management & Employee Relations
- Coordinate the performance appraisal system, goal setting, review cycles and performance documentation.
- Handle employee grievances, workplace disputes and disciplinary matters fairly and confidentially.
- Support training and development, recognition initiatives and talent management.
F. Statutory Compliance & Government Liaison
- Maintain applicable records and documentation relating to the Factories Act / applicable factory legislation, EPF, Professional Tax, ER-1 where applicable, and other relevant labour and employment laws.
- Coordinate with relevant government departments and authorities on factory, office and labour-related matters.
- Track statutory due dates, renewals, filings and inspections; coordinate with consultants and internal teams as required.
- Escalate compliance risks or notices to management promptly.
G. Plant & Office Administration
- Manage security, housekeeping, transportation, uniforms, stationery and other plant / office administration activities.
- Coordinate staff travel and ticket bookings and monitor travel expenses in accordance with company policy.
- Monitor administrative services, facilities and vendor performance; maintain records and control costs.
- Support workplace safety, cleanliness, discipline and orderly use of company facilities.
H. ERP & Process Improvement
- Support ERP implementation and adoption for HR and administrative processes.
- Coordinate with ERP / IT teams to maintain accurate employee, attendance, leave and other relevant data.
- Identify opportunities to standardise processes, improve reporting and reduce manual work.
3. KEY PERFORMANCE INDICATORS (KPIs)
KPI Area
Measure / Expected Outcome
Recruitment
Time to fill approved vacancies; quality and retention of new hires.
HR Documentation
Accuracy and timely issue of employee letters and maintenance of employee files.
Payroll & Attendance
Timely and accurate payroll inputs, attendance and leave records.
Statutory Compliance
On-time filings, renewals and closure of compliance observations.
Performance & Training
Completion of appraisal cycles and planned training activities.
Employee Relations
Timely and fair handling of grievances and disciplinary cases.
Administration
Housekeeping, security, transport and travel administration within policy and budget.
ERP & Reporting
Accuracy of HR data and timely completion of assigned ERP implementation tasks.
4. AUTHORITY & ACCOUNTABILITY
The HR & Admin Manager is accountable for the timely and proper execution of the responsibilities listed above, within company policies, approved budgets and delegated authority. Hiring decisions, disciplinary actions, salary changes, policy exceptions and significant expenditure must follow the companys approval matrix.
Preferred candidate profile
REQUIRED COMPETENCIES
- Strong knowledge of HR operations, recruitment, payroll coordination and employee lifecycle administration.
- Working knowledge of applicable labour laws and statutory compliance requirements.
- Good communication, coordination, leadership, counselling and conflict-resolution skills.
- Ability to maintain confidentiality, accurate records and professional employee relations.
- Planning, problem-solving, vendor coordination and cost-control skills.
- Working knowledge of HRMS / ERP systems and MS Office.
