Job Description – HR Operations
Position: HR Operations Manager
Department: Human Resources
Industry: Chartered Accountancy (CA) Firm / Professional Services
Experience: 5+ years
Key Responsibilities
1. Employee Lifecycle Management
- Manage employee lifecycle activities, including onboarding, confirmation, internal transfers and separation formalities.
- Coordinate joining formalities, employee documentation, background verification and induction programmes.
- Maintain employee master data, personnel files and HR records.
- Prepare and issue offer letters, appointment letters, confirmation letters, experience letters, relieving letters and other HR documents.
- Track probation periods, notice periods, employee confirmations and exit clearances.
2. Attendance, Leave & Payroll Coordination
- Monitor employee attendance, leave records, late marks, absenteeism and timesheets, wherever applicable.
- Coordinate with employees and reporting managers for attendance regularisation and leave approvals.
- Compile monthly payroll inputs, including new joiners, exits, leave without pay, incentives and other approved adjustments.
- Liaise with the Accounts/Payroll team to facilitate timely and accurate salary processing.
- Address employee queries relating to salary credits, payslips, leave balances and payroll discrepancies.
3. HR Compliance & Documentation
- Maintain statutory and employment-related records in coordination with the relevant internal teams or external consultants.
- Support compliance processes relating to applicable labour laws, PF, ESIC, Professional Tax, TDS and other employment-related requirements, as applicable.
- Maintain confidentiality and accuracy of employee information and documentation.
- Track employment agreements, confidentiality undertakings, declarations and other mandatory employee documents.
- Assist with HR audits, internal reviews and documentation requirements.
4. Performance Management System (PMS)
- Coordinate the annual and periodic performance appraisal cycle, including goal setting, self-assessments, manager evaluations and review discussions.
- Track appraisal timelines, ensure timely completion of performance review forms and follow up with employees and reporting managers.
- Consolidate PMS data and prepare appraisal status reports for management and Partners.
- Coordinate performance feedback discussions and maintain records of performance ratings, development areas and agreed action plans.
- Support the implementation of performance improvement plans (PIPs), wherever required, in consultation with the HR Manager and relevant reporting managers.
- Maintain confidentiality and accuracy of performance appraisal records.
5. Rewards & Recognition (R&R)
- Coordinate the implementation of the firm's Rewards & Recognition programmes to acknowledge employee performance, ownership, learning agility and professional contributions.
- Manage nomination processes, eligibility criteria, approval workflows and documentation for various recognition categories.
- Coordinate employee recognition announcements, award distribution and related communication.
- Maintain R&R trackers and analyse participation and programme effectiveness.
- Support the periodic review and improvement of recognition initiatives in alignment with the firm's culture and values.
6. Employee Grievance & Relations Management
- Act as a point of contact for employee concerns, workplace issues and routine grievances.
- Listen to employee concerns objectively, maintain confidentiality and facilitate appropriate resolution in coordination with the HR Manager and relevant stakeholders.
- Coordinate discussions between employees and reporting managers, wherever appropriate, to support constructive resolution.
- Maintain a grievance register, document actions taken and track cases through closure.
- Identify recurring employee concerns and highlight trends to management for appropriate corrective action.
- Escalate sensitive matters, allegations of misconduct, harassment and other serious concerns through the applicable internal procedures.
- Ensure grievances are handled fairly, professionally and in accordance with firm policies and applicable laws.
7. Employee Engagement & HR Administration
- Coordinate employee engagement initiatives, employee feedback programmes, induction sessions and internal HR communications.
- Support employee engagement surveys, periodic feedback initiatives and employee experience improvement measures.
- Coordinate training programmes, employee announcements and firm-wide HR initiatives.
- Assist in maintaining HR policies, standard operating procedures and employee handbooks.
- Support initiatives aimed at strengthening employee experience, workplace culture and communication across departments.
8. Separation & Exit Management
- Coordinate resignation formalities, notice period tracking, exit interviews and clearance procedures.
- Liaise with reporting managers, IT, Administration and Accounts for employee handovers and no-dues clearance.
- Coordinate full and final settlement inputs with the Accounts/Payroll team.
- Ensure timely issuance of relieving and experience letters, subject to completion of applicable formalities.
9. HR MIS & Reporting
- Prepare and maintain periodic HR MIS covering headcount, employee movements, attendance, leave, attrition, PMS, R&R and grievance status.
- Maintain accurate HR trackers and employee databases using MS Excel and HR systems.
- Generate reports and provide relevant HR data to management and Partners as required.
- Identify opportunities to streamline HR processes and improve documentation, reporting and operational efficiency.
Required Skills & Competencies
- Strong knowledge of HR operations and employee lifecycle management.
- Working knowledge of attendance, payroll coordination, PMS, R&R and employee grievance handling.
- Understanding of employment documentation and applicable statutory compliance requirements.
- Proficiency in MS Excel, Word and PowerPoint; familiarity with HRMS/payroll systems will be an advantage.
- Excellent communication, interpersonal and stakeholder-management skills.
- Strong organisational abilities, follow-up skills and attention to detail.
- High levels of confidentiality, impartiality, professionalism and discretion.
- Ability to coordinate effectively with Partners, managers and employees in a deadline-driven professional services environment.
Educational Qualification & Experience
- Graduate in HR, Human Resources Management, Business Administration or a related discipline.
- MBA/PGDM in HR will be an added advantage.
- Min 5 years of relevant HR Operations experience, preferably in a CA firm, consulting firm, audit firm or professional services organisation.
Key Performance Indicators (KPIs)
- Timely completion of employee onboarding and exit formalities.
- Accuracy of attendance records and payroll inputs.
- Timely completion of PMS cycles and appraisal documentation.
- Effective implementation and tracking of R&R initiatives.
- Timely acknowledgement, tracking and resolution of employee grievances.
- Accuracy and completeness of employee records and HR MIS.
- Timely completion of HR compliance documentation and internal HR processes.
Pay: ₹10.00 - ₹12.00 per year
Benefits:
- Health insurance
- Provident Fund
Work Location: In person
