HR & ADMIN Executive

Job description:

Job Title: HR & Admin Executive

Job Type: Permanent

Role Overview

The HR & Admin Executive will support the organization's human resources and administrative functions by ensuring efficient recruitment coordination, employee lifecycle management, and smooth day-to-day office operations.

Key Responsibilities

Human Resources Responsibilities

• Manage job postings across social media and job portals, including drafting screening questions and maintaining candidate databases on SharePoint
• Screen applications, shortlist suitable candidates, collect preliminary details, and share profiles with the HR Lead
• Build and maintain a pipeline of potential candidates for current and future hiring needs
• Coordinate interview scheduling and ensure smooth communication between candidates and hiring teams
• Track and maintain daily employee attendance records accurately
• Prepare and manage monthly Saturday work rosters in coordination with team managers and obtain necessary approvals
• Support end-to-end onboarding processes, including:

o Laptop procurement and allocation

o Mobile phone and SIM card setup

o Official email creation and configuration

o Workstation setup and readiness

• Issue onboarding documentation and maintain organized employee records
• Update and manage employee master databases, asset registers, and email ID lists
• Coordinate employee exit processes, including documentation, asset recovery, and clearance formalities
• Track employee milestones such as birthdays, work anniversaries, confirmations, performance reviews, and internship completion, and send timely notifications
• Prepare and issue official documents using standardized templates with high accuracy

Administrative Responsibilities

• Provide basic IT support and coordinate with technical teams for issue resolution
• Oversee daily administrative operations and ensure efficient office management
• Monitor office supply inventory and coordinate timely procurement
• Coordinate with service providers (technicians, carpenters, etc.) for maintenance and repairs
• Manage laptop servicing by coordinating with service centers, ensuring timely follow-up and issue resolution
• Handle IP phone allocation, tracking, and troubleshooting
• Oversee power generator operations in the absence of the caretaker
• Report and follow up on Wi-Fi connectivity issues to ensure minimal disruption
• Manage and process Wi-Fi and other office utility bills within billing cycles
• Maintain records of office gadgets, bills, and related documentation
• Liaise with vendors for essential services such as water supply and facility needs
• Print, organize, and maintain important office documents
• Coordinate with government authorities (e.g., municipal corporation) for company license renewals and cancellations across departments
• Perform official errands such as post office visits and document submissions

Key Skills & Competencies

• Strong organizational and multitasking abilities
• Excellent communication and coordination skills
• Attention to detail and accuracy in documentation
• Basic IT troubleshooting knowledge
• Ability to handle confidential information with integrity
• Proactive and solution-oriented approach

Preferred Qualifications

• Bachelor's degree in Human Resources, Business Administration, or related field
• 1–3 years of experience in HR and administrative roles