Position Description
The HR Admin is responsible for managing and executing a wide range of HR operations to support client areas. Key responsibilities include administering and maintaining data in Workday, processing employee life cycle transactions (such as onboarding, offboarding, and job changes), ensuring data accuracy and compliance with company policies, and generating HR reports as needed.
The HR Admin also serves as a primary point of contact for resolving employee queries related to HR systems, supports audits and process improvements, and collaborates closely with other HR team members to deliver efficient, high-quality HR services.
Key Areas of Responsibilities
Workday Administration
- Raise Service Change Requests (SCRs) for temporary and permanent joiners and leavers.
- Execute hiring actions on joining and leaving dates for temporary staff.
- Prepare Staff Movement Checklists for new joiners, internal transfers, and leavers.
- Update reporting line and cost centre changes for temporary staff, as needed.
2. Onboarding of Temporary & Permanent Staff
- Initiate email notifications to new joiners, confirming their official joining date.
- Include instructions for submitting mandatory documents and trigger background verification (BGV) processes.
- Collect and verify original documentation for permanent staff.
- Conduct quarterly audits of Personnel & Employee (P&E) files to ensure all mandatory documents are maintained.
- Prepare and maintain hard copy personal files for all permanent joiners, archived for eight years per Indian statutory requirements.
- Ensure electronic files are complete with all approvals, password-protected, and saved per policies.
- Assist new joiners with bank account opening and coordinate with bank Single Point of Contact (SPOC).
- For temporary joiners, collect all necessary approvals and documentation from departmental SPOCs (CV, PR, SOW, etc.), and scan, protect, and save documents in their e-file.
3. Background Verification for Permanent Staff (India: Pune & Mumbai)
- Initiate background verification checks for new joiners before their date of joining.
- Track and manage BGV reports to ensure timely closure.
- Share case details with HR Business Partners (HRBP) for sign-off.
- Publish BGV reports to the India HR team.
4. Probation (Permanent) & Contract Expiry (FT & Temporary) Process Management
- Upon system notification of probation completion or contract expiry, initiate confirmation or extension/termination as per procedures.
- Obtain all required approvals and supporting documents (e.g., probation form for permanent, approved PR & SOW for temp staff).
- Follow up with managers and escalate to HRBP for timely closure.
- Prepare and issue confirmation letters for permanent staff.
- Update new contract details, PR number numbers for temp staff.
- Update e-files and P-files with relevant documentation for permanent and temp staff.
5. MIS & Reporting (India: Pune & Mumbai)
- Publish monthly headcount, IT staff lists, leave, BGV, and staff movement reports for relevant stakeholders.
- Update central joiner/leaver tracker in real time.
6. Payroll, Benefits & Statutory Compliance
- Support Payroll Manager for creating a base file MOM and help to audit the same at the first level.
- Support to collate/maintain the Shift Allowance Data, Mandatory Leave Data for monthly processing.
- E-file and physical file of Provident Fund, UAN, and Gratuity nomination forms, ensuring authorized signatures.
- File cancelled cheques for new joiners in personal records.
- Support Payroll & Benefits SPOC in record-keeping of statutory documentation.
7. Invoice Processing & Office Automation
- Input invoices into the Office Automation internal portal.
- Track pending invoices; ensure all necessary approvals are obtained.
- Publish monthly invoice status reports.
8. Global Tasks/Assignments
Global Reference Check Process
- Prepare and issue reference checks for 9 countries and India.
- Ensure timely release and track reference checks; publish reports fortnightly.
Letter Preparation
- Prepare joiner checklists and offer letters.
- Handle leaver paperwork and checklists.
- Draft letters for internal movement and functional title changes.
- Prepare reference letters (e.g., address proof).
- Prepare visa and invitation letters.
- Handle miscellaneous staff letter requests.
Requirements
- A master’s degree or higher in Human Resources is preferred, with a strong emphasis on candidates holding an MBA.
- A minimum of 6-10 years of relevant experience in HR Administration is required.
- Proficiency in Workday is highly desirable and will be considered a significant advantage.
- A comprehensive understanding of HR operations is essential, along with the ability to manage multiple tasks effectively.
- Strong interpersonal skills, exceptional problem-solving abilities, and a keen attention to detail are critical for success in this role.
- Candidates must possess excellent verbal and written English communication skills.
