Manager - HR and Administration

Job Description: Manager - HR and Administration

Company: Osaka Group (A conglomerate of six operating companies) Location: [Head Office - Angamaly] Reports To: MD/Directors Scope: Multi-regional administration across India (18 Location) and International - 9 Countries.

Role Summary

The Manager – HR and Administration is a critical leadership role, responsible for overseeing and strategically guiding all Human Resources and administrative functions across the six companies of the Osaka Group. This role is instrumental in ensuring operational efficiency, compliance, and a positive employee experience across a vast, multi-regional operation, encompassing 18 locations in India and 9 international countries.

The successful candidate will lead the development and execution of HR initiatives, manage complex employee relations, ensure regulatory compliance, and optimize all aspects of facility and office administration.

Key ResponsibilitiesA. Human Resources Management

1. Strategy & Development

• Lead and implement new HR initiatives, policies, and systems to enhance organizational performance and compliance.
• Conduct Manpower Gap Analysis and strategic workforce planning to ensure staffing meets business needs.
• Develop, prepare, and maintain accurate Duties and Responsibilities documents for all roles.
• Prepare and manage comprehensive Backend Reports and Data related to HR metrics for management review.

2. Employee Relations & Lifecycle

• Administer all employee functions across multi-regional locations (India and global).
• Handle Employee Relations & Grievance Handling promptly and effectively, fostering a positive work environment.
• Conduct and analyze results from the annual Employee Satisfaction Survey and propose actionable improvements.
• Oversee all Settlements and final pay processing for resigned employees, ensuring compliance and fairness.
• Drive Employee Welfare initiatives and manage Employee Engagement programs across the group.

3. Compensation & Benefits

• Manage the full Salary Processing and Distribution cycle for all employees.
• Administer quarterly increments based on performance reviews (January, April, July, October).
• Manage the complete Performance Appraisal process.

4. Recruitment & Onboarding

• Manage the recruitment pipeline, including coordinating Advertisements and initial screening.
• Design and execute the Induction Program & Kit for new hires and oversee Joining Formalities and On-boarding.
• Conduct the formal Company Introduction & Presentation for all new staff.
• Coordinate practical onboarding logistics, including issuing Visit Cards and New SIM Arrangements where necessary.
• Ensure the security and integrity of company data and information systems.
• Lead Talent Acquisition and Training & Development efforts.

B. Administration & Facilities Management

1. Operational Oversight

• Oversee daily office operations, including maintenance, supplies, and equipment management, ensuring a productive environment.
• Ensure a clean, organized, and professional office environment at all times.
• Manage all aspects of Office Administration.

2. Process & Compliance

• Develop, implement, and monitor efficient administrative processes and policies across the group.
• Implement and maintain safety protocols and emergency procedures.
• Ensure the office complies with all relevant health and safety regulations.
• Ensure adherence to Statutory & Legal Compliances across all operational regions.
• Stay up-to-date with industry regulations and compliance requirements, ensuring the company adheres to all relevant legal standards.

3. Financial & Logistics Management

• Prepare and manage budgets for administrative expenses.
• Monitor and control overall office expenditures, including travel-related expenses.
• Coordinate complex travel arrangements for staff, clients, and executives across various regions.

4. Information Management

• Maintain and organize important company documents, contracts, and records, ensuring easy retrieval.
• Ensure strict compliance with data protection and confidentiality regulations.
• Oversee the implementation and maintenance of office software and hardware, including follow-ups on software updates.
• Manage MIS report generation and Administrative writing and reporting.

5. Communication & Events

• Plan and coordinate internal and external company events, meetings, and conferences.
• Facilitate efficient communication between different departments and team members.
• Prepare and present regular reports and presentations on office operations, expenses, and performance metrics to senior management.
• Implement solutions and best practices to optimize operations.

Required Qualifications & Experience

• Education: Bachelor's or Master's degree in Human Resources, Business Administration, or a related field.
• Experience: Proven experience (10+ years preferred) in a combined HR and Administration with 5 + years experience in Managerial Role, ideally within a multi-company or multi-regional environment, managing operations across India and internationally.
• Regional Knowledge: Strong working knowledge of Indian labor laws and HR practices. Experience navigating international compliance and administration across the 9 countries is highly desirable.

Core Competencies & SkillsA. Core Managerial Competencies

• Planning, Scheduling, and Organizing: Expertise in strategic and operational planning, scheduling, and ensuring efficient organizational structure.
• Directing and Controlling: Ability to direct departmental activities, maintain accountability, and ensure quality control across all functions.
• Leadership and Team Management: Demonstrated ability to supervise and lead a diverse, multi-regional team, fostering collaboration and professional development.
• Project Management: Proven capability in managing complex HR and administrative projects from initiation to completion.
• Responsibility & Multitasking: High capacity for assuming broad responsibilities and effectively managing multiple critical tasks concurrently.

B. Technical Expertise (HR & Administration)

• Human Resource Management: Comprehensive knowledge across all HR functions.
• Talent Acquisition: Expertise in Manpower Planning, Recruitment & Selection, and securing top talent.
• Employee Lifecycle Management: Proficient in Joining Formalities, On-boarding, Performance Appraisal, and Exit Formalities.
• Administration: Strong skills in Office Administration, Attendance Management, and Salary Administration.
• Compliance: Deep understanding and implementation of Statutory & Legal Compliances.
• Development: Leading Training & Development initiatives.

C. Essential Skills & Attributes

• Communication: Exceptional Written and Verbal Communication Skills for liaising with staff, executives, and external partners globally.
• MIS & Reporting: Advanced skills in MIS Report Generation and sophisticated administrative writing and reporting.
• Conflict Management: Proven ability to handle and resolve conflicts and grievances effectively.
• Organizational Skills: Superior organizational ability and acute Attention to Detail.
• Proactivity: Proven track record of implementing process improvements and best practices to optimize operations.
• Technical Skills: Proficiency in HRIS systems and administrative software.
• Time Management: Excellent personal and team time management.

Job Type: Full-time

Pay: ₹35,000.00 - ₹80,000.00 per month

Benefits:

• Health insurance
• Provident Fund

Ability to commute/relocate:

• Angamali, Kerala: Reliably commute or planning to relocate before starting work (Required)

Education:

• Master's (Required)

Language:

• Hindi (Required)

Work Location: In person