JOB DESCRIPTIONHR & Administration Manager
Company: SimpliForge 3-D Creation Pvt Ltd
Department: Human Resources & Administration
Designation: HR & Administration Manager
Reporting To: Management / Director
Employment Type: Full-time
Work Location: As per company requirements
1. Job Purpose
The HR & Administration Manager will be responsible for managing the complete employee lifecycle, implementing HR policies and procedures, maintaining employee records, overseeing recruitment and onboarding, ensuring workplace discipline, and managing day-to-day administrative operations.
The role requires a proactive, organised, confidential, and accountable professional who can establish structured HR systems, support management decisions, and ensure smooth business operations.
2. Key Responsibilities
A. Recruitment & Talent Acquisition
- Manage end-to-end recruitment, from job posting and candidate sourcing to screening, interviews, selection, and offer issuance.
- Coordinate with department heads to understand manpower requirements.
- Maintain a recruitment tracker and candidate database.
- Conduct background and reference verification where authorised.
- Ensure timely joining, documentation, and induction of selected candidates.
B. Employee Onboarding & Lifecycle Management
- Prepare and maintain offer letters, appointment letters, employment agreements, NDAs, and other employee documents.
- Conduct employee induction and explain company policies, code of conduct, reporting structure, and responsibilities.
- Maintain employee master data, personal files, attendance records, and employment history.
- Track probation periods, confirmation dates, notice periods, and employee exits.
- Coordinate exit formalities, full-and-final settlement documentation, and clearance procedures.
C. HR Policies & Employee Relations
- Implement and periodically review HR policies, SOPs, employee handbooks, and workplace procedures.
- Ensure employees understand attendance, leave, working hours, work-from-home, fieldwork, confidentiality, and disciplinary policies.
- Handle employee grievances, workplace conflicts, and disciplinary matters professionally.
- Maintain written records of warnings, explanations, investigations, and management decisions.
- Coordinate performance reviews, KRAs, KPIs, probation evaluations, and improvement plans.
- Support the management in maintaining a fair, professional, and accountable work culture.
D. Attendance, Leave & Payroll Coordination
- Monitor attendance, late arrivals, absenteeism, overtime, approved leave, and work-from-home records.
- Verify attendance and leave data before sharing it with the accounts/payroll team.
- Coordinate monthly payroll inputs, salary revisions, incentives, reimbursements, and deductions as authorised.
- Maintain records of salary approvals and employee benefit eligibility.
- Ensure salary deductions and recovery of documented training costs, where applicable, follow employment terms and applicable law.
E. HR Compliance & Confidentiality
- Maintain statutory HR records and coordinate applicable labour-law compliance with management or external professionals.
- Support compliance relating to EPF, ESI, professional tax, applicable wage requirements, and other statutory obligations, wherever applicable.
- Maintain confidentiality of employee information, salary details, company records, and sensitive management communications.
- Ensure proper execution and storage of NDAs, confidentiality agreements, and authorised access records.
- Coordinate POSH awareness and compliance requirements, including the appropriate Internal Committee wherever legally applicable.
- Escalate suspected misconduct, unauthorised access, document manipulation, or policy violations to management with supporting records.
F. Office Administration & Facilities
- Manage office infrastructure, housekeeping, supplies, equipment, maintenance, and general workplace arrangements.
- Maintain registers for company assets, laptops, access cards, ID cards, keys, and other issued equipment.
- Track asset allocation, employee acknowledgements, returns, and clearance during separation.
- Coordinate vendor management, quotations, purchase requests, invoices, and administrative expenses.
- Maintain office documentation, courier records, visitor registers, and essential administrative files.
- Coordinate meetings, travel, accommodation, and other approved logistical arrangements.
G. Asset, IT & Information Security Coordination
- Coordinate with the IT team for employee account creation, access permissions, and authorised system usage.
- Ensure employee onboarding and exit checklists include the granting, review, and revocation of access rights.
- Maintain records of company-issued devices, software access, official email accounts, and asset handovers.
- Escalate suspected data leakage, unauthorised surveillance, misuse of company credentials, or confidentiality breaches for appropriate investigation.
- Ensure that company devices, records, and confidential information are returned or transferred through a documented handover process.
H. Management Reporting & Coordination
- Submit periodic HR and administration reports to management.
- Maintain dashboards for headcount, vacancies, attendance, attrition, employee performance, and administrative expenditure.
- Coordinate with department heads to resolve manpower and operational issues.
- Track management instructions, policy approvals, pending documentation, and action items.
- Recommend improvements to HR systems, employee processes, and administrative efficiency.
3. Key Performance Indicators (KPIs)
- Recruitment turnaround time and vacancy closure rate.
- Completion of employee documentation and onboarding formalities.
- Accuracy of attendance, leave, and payroll inputs.
- Timely completion of probation reviews and performance appraisals.
- Compliance with approved HR policies and statutory documentation requirements.
- Accuracy and completeness of employee and asset registers.
- Timely closure of employee exit formalities and asset handovers.
- Timely submission of management reports.
- Reduction in avoidable administrative delays and documentation gaps.
- Timely escalation and documented resolution of employee grievances and compliance issues.
4. Required Qualifications
- Bachelor's degree in Human Resources, Business Administration, Commerce, or a related field.
- MBA/PGDM in HR or a relevant postgraduate qualification is preferred.
- Working knowledge of recruitment, HR operations, administration, and employment documentation.
5. Experience
- Preferred experience: 3–6 years in HR and administration.
- Experience in a technology, engineering, manufacturing, 3D design, or project-based organisation will be an advantage.
- Candidates with experience establishing HR systems, policies, and SOPs in a growing organisation will be preferred.
6. Required Skills & Competencies
- Strong communication, interpersonal, and coordination skills.
- Excellent documentation and record-management abilities.
- Working knowledge of HRMS, attendance systems, payroll coordination, and Microsoft Excel or Google Sheets.
- Ability to handle confidential information responsibly.
- Strong organisational, analytical, and problem-solving skills.
- Professional handling of employee grievances and disciplinary matters.
- Attention to detail, integrity, accountability, and follow-through.
- Ability to work independently and coordinate effectively with management.
7. Authority & Accountability
The HR & Administration Manager shall:
- Implement management-approved HR policies and procedures.
- Coordinate recruitment and onboarding within approved manpower plans and budgets.
- Maintain official employee and administrative records.
- Recommend corrective and disciplinary actions to management.
- Process payroll inputs and administrative expenses for authorised approval.
- Escalate significant HR, compliance, financial, and information-security risks.
The role does not independently authorise salary revisions, financial commitments, disciplinary penalties, or changes to company policy unless expressly delegated in writing.
8. Expected Outcomes
Within the initial 90 days, the selected candidate is expected to:
- Establish and update the employee master database and personnel files.
- Standardise recruitment, onboarding, attendance, leave
Pay: ₹10,000.00 - ₹37,000.00 per month
Work Location: In person
