Admin & Operations Coordinator

We're Hiring an HR & Admin Associate for a growing wellness consulting startup firm that works in the media, advertising and nutrition consulting space.

Role: HR & Admin Associate— Founder's Office

Location: Mumbai (Hybrid — 2 days/week in office) Kolkata (Full in-office).No other city

Type: Full-time — this is a primary role, not a freelance or part-time

CTC ₹3–4 LPA depending on location and experience

Team: 3–5 people across India currently, scaling [ Startup ]

Experience: 1 to 2 years minimum [ please check CTC before applying ]

ABOUT US

We are a founder-led wellness and media brand — a nutrition consulting practice and personal

brand built around food literacy, clean eating, and evidence-based wellness. And it the startup also functions as a boutique agency also creates content for other wellness founders abd brands,as well as run a coaching practice consulting clients across India. We operate as a small, high-output team under Kinetic Stories, our content and advertising studio.

This role sits inside the Founders Office. You will work directly with the founder,be a part of the core team and be the operational backbone that keeps both the consulting practice and the content brand running without friction.

ABOUT THE ROLE

This is not a traditional admin job. You will own the operational rhythm of the company — from

ensuring payroll runs on time every month, to managing the founder's calendar so client

conversations happen without friction, to making sure our CA team in Kolkata has everything

they need to file on time. You will be the person who makes sure nothing falls through the

cracks.

**Mumbai candidates work hybrid — 2 days a week in office.

**Kolkata candidates work fully in-office.

If you are someone who likes to build systems, follow them reliably, and take ownership

without being chased — this role is built for you.

WHAT YOU WILL DO

HR Operations (primary — 50% of your time)

• Manage employee onboarding: offer letters, documentation, IT setup

coordination, induction

• Handle exit formalities: clearance, documentation, final settlement coordination

• Maintain attendance and leave records with accuracy and timeliness

• Coordinate monthly payroll — collect all employee data by the 3rd, submit to accounts

by the 5th

• Support PF, PT, and ESIC data collection and submission to the CA team

• Maintain up-to-date HR records and employee documentation in a shared system

• Assist with early-stage recruitment: posting jobs, screening calls, scheduling interviews

Founder Calendar Support (25% of your time)

• Manage founder's calendar proactively — schedule meetings, send reminders, handle

reschedules

• Handle client intake: coordinate first-contact scheduling, share briefing forms, track

follow-ups

• Keep the founder's task list and follow-ups organised and up to date

Finance Coordination & Filing (25% of your time)

• Collect, organise, and file all invoices, expense receipts, and purchase records monthly

• Be the single point of contact between the team and our CA team in Kolkata for data

submission

• Follow up with vendors on invoice corrections, missing details, or delayed submissions

• Manage relationships with 2–5 vendors (currently at 2, scaling to 5)

• Maintain & track vendor records including contracts, invoice history, and contact details

WHAT WE ARE LOOKING FOR

Must have

• 1–3 years of experience in HR operations or a generalist HR role

• Hands-on experience with onboarding, exit formalities, attendance, and payroll

coordination

• Working knowledge of Ptax, GST, TDS, salary, invoice data collection and submission, not

filing

• Comfort with HRMS tools — you dont need to know ours, but you need to have used

one

• Strong written communication — you will be writing emails on behalf of the founder

• High ownership mindset — you should be able to pick up a task, figure it out, and close it

• Proficiency in MS Excel or Google Sheets for trackers, MIS, and data organisation

• Located in Mumbai or Kolkata only — Mumbai candidates will work hybrid (3 days/week

in office), Kolkata candidates will work fully in-office. No other city. No fully remote.

• This is a full-time primary role — not suitable for freelancers, part-timers, or those

seeking a side income

• Available 10am–6.30pm monday through friday — this role supports the founder's calendar

and requires real-time responsiveness

Good to have

• Experience supporting a founder or senior leader with calendar and scheduling

• Exposure to basic vendor coordination or invoice management

• Familiarity with GST invoice requirements (not filing — just knowing what a correct

invoice looks like)

• Experience in a startup or small team environment

This role is not for you if

• You need detailed instructions for every task before starting

• You are primarily looking for a finance or accounts role — this is an HR-first position

• You are looking for a fully remote position — this role requires in-office presence

• You are looking for a side income, freelance arrangement, or part-time work — this is a

full-time commitment

• You are based outside Mumbai or Kolkata

WHAT YOU GET

• ₹3–4.2 LPA depending on location and experience

(Mumbai: up to ₹4.2L · Kolkata: up to ₹3.5L)

• Mumbai candidates: hybrid working — 2 days/week in office, remaining days from home

• Kolkata candidates: full in-office role

• Direct access to and mentorship from the founder

• Real ownership from day one — this is not a support role, it is a core role

• Opportunity to grow into a broader Chief of Staff or HR Manager function as the

company scales

• Exposure to the business, client work, and content industry operations

HOW TO APPLY

Send your CV and a short note (3–5 sentences, not a cover letter) telling us: what HR ops task

you own most confidently, and what you would want to learn in this role to [Confidential Information]

Candidates who send a generic application without the note will not be considered. We are a

small team and we read everything.