KOCHI, KL, India

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Location: On-site / Hybrid (Kochi, Kerala)

Experience: 1–2 years in an IT consulting, software services, or staffing agency environment

Employment Type: Full-time

Role Overview

Infintor Solutions is seeking a proactive, highly organized HR Operations & Executive Assistant to streamline our internal business operations and support executive leadership.

In this dual-capacity role, you will serve as the administrative backbone of our team—owning human resources administration, talent acquisition, timesheet coordination, employee engagement, basic financial coordination, and high-level executive assistance for Management. You will act as the primary point of contact for internal team queries, establishing clear operational boundaries and enabling leadership to focus on driving core company growth.

Key Responsibilities

HR Operations, Recruitment & Talent Coordination
Talent Acquisition & Pipeline Management: Lead recruitment drives for internal requirements and staff augmentation clients. Source candidates, screen resumes, schedule interviews, and maintain an active talent pool for fast deployment.
Leave & Timesheet Management: Own the leave management system and enforce strict weekly/monthly timesheet submission schedules across all business units.
Onboarding & Offboarding Logistics: Oversee end-to-end onboarding for new hires and interns—including offer letters, non-disclosure agreements (NDAs), system asset allocation, and orientation schedules.
Statutory Compliance (ESI, PF, PT): Manage monthly ESI and EPF filings, generate ECR, process Professional Tax (PT) calculations, and maintain required statutory registers.
Performance & HR Policies: Assist in performance appraisal cycles, implement internal policies, and drive employee engagement activities.
Internship Mentoring & Training Coordination: Structure internship mentoring plans, schedule technical training sessions with senior team leads, and monitor intern progress.
Employee Engagement & Culture: Plan and execute internal employee engagement activities, team outings, festival celebrations, and wellness initiatives to build a strong workplace culture.
Personnel Records Maintenance: Maintain digital personnel files, employment contracts, internship completion certificates, and company policy manuals.
Executive Assistance & Operational Coordination
Task Planning & Follow-Up Coordination: Assist management in tracking cross-departmental action items, setting task priorities, and following up with team leads on project/admin deadlines.
Executive Calendar & Sales Scheduling: Manage executive calendars, schedule client discovery calls, and resolve meeting conflicts across domestic and international time zones.
Communication Buffer: Serve as the primary internal buffer—filtering routine operational inquiries from team members and directing them to established standard operating procedures before escalating to leadership.
Meeting Documentation: Attend key strategy, leadership, and operational review meetings to record action items, assign owners, and track completion deadlines.
Financial Admin & Accounts Support
Invoicing & Accounts Receivable Support: Draft milestone-based and time-and-materials (T&M) client invoices based on approved timesheets, maintain billing schedules, and conduct polite, structured follow-ups on overdue accounts.
GST & Tax Compliance: Prepare and file monthly/quarterly GST returns (GSTR-1, GSTR-3B), handle reconciliation of GSTR-2B with purchase ledgers, and manage GST invoice generation.
Payroll Input & CA Coordination: Prepare monthly payroll inputs by the 25th of every month (based on approved timesheets and leave records), coordinate with our external Chartered Accountant (CA) firm, and distribute payslips on payday.
CA & Expense Assembly: Collect vendor bills, receipts, and recurring software subscription invoices, categorizing them for monthly handover to our external CA firm.
Asset & Facilities Management: Maintain the company hardware asset register (laptops, monitors, mobile devices) and coordinate office facility vendor support.

Key Qualifications & Requirements

Education: Bachelor's degree in Business Administration (BBA), Commerce (B.Com), HR, or a related field.
Experience: 1+ years of experience in HR operations, talent acquisition, or executive assistance within an IT consulting or staff augmentation agency.
Core Competencies & Tool Skills:

Advanced proficiency in Google Workspace / MS Office (specifically Google Sheets / Excel for tracking timesheets and invoicing).
Hands-on experience with modern HRMS platforms, leave/timesheet tracking tools, or Odoo modules.
Familiarity with recruitment sourcing channels (LinkedIn, job portals) and basic invoicing workflows.

Soft Skills:

Strong written and verbal communication skills in English
High level of discretion and integrity when managing sensitive salary, financial, and personal data.
Firm, assertive, and professional communication style capable of enforcing timesheet submission deadlines and following up on overdue client invoices independently.

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