HR cum Admin Executive

Department: HR & Administration

Experience: 3–4 Years

Industry Preference: Interior Design / Interior Execution / Construction / Architecture / Fit-Out

Location: Bangalore

Reporting To: Head – Operations / Managing Director

1. Role Objective:

The HR cum Admin Executive will be responsible for managing day-to-day HR operations,

employee coordination, recruitment support, attendance and leave management, employee

documentation, office administration, and manpower coordination across the company's

design, sales, project management, site execution, factory, and support teams .

The role requires a hands-on person who can independently manage routine HR and

administration activities while maintaining strong coordination with management and department

heads.

2. Key Responsibilities:

A. Recruitment & Manpower Planning

Coordinate recruitment for designers, project managers, site supervisors, sales

executives, carpenters, installers, factory staff, and support functions.

Understand manpower requirements from respective department heads.

Prepare and post job descriptions on appropriate recruitment platforms.

Source candidates through job portals, LinkedIn, references, consultants, and industry

networks.

Screen CVs and conduct initial HR-level interviews.

Coordinate technical/functional interviews with department heads.

Maintain a recruitment tracker with candidate status.

Coordinate salary discussions and joining formalities.

Maintain an active database of potential candidates for recurring positions.

Track joining commitments and follow up with selected candidates.

B. Employee Joining & Onboarding

Prepare offer letters, appointment letters, joining documents, and employee files.

Complete employee documentation and verification formalities.

Conduct HR induction for new employees.

Explain company policies, attendance rules, leave policies, working hours, reporting

structure, and code of conduct.

Coordinate ID cards, email IDs, system access, uniforms, tools, and other joining

requirements.

Ensure new employees are introduced to their respective departments.

Maintain complete and updated employee master data.

C. Attendance & Leave Management

Maintain daily employee attendance records.

Monitor late coming, absenteeism, early logout, and unauthorized leave.

Maintain leave records for all employees.

Coordinate monthly attendance closure with department heads.

Prepare attendance reports for payroll processing.

Track site/factory manpower attendance separately where required.

Escalate repeated attendance or discipline issues to management.

D. Payroll Coordination

Prepare and verify monthly payroll inputs.

Share attendance, leave, incentives, deductions, advances, overtime, and other relevant

inputs with the payroll/accounts team.

Coordinate salary-related employee queries.

Maintain records of salary revisions, increments, and promotions.

Ensure payroll inputs are submitted within the defined timeline.

Maintain confidentiality of employee salary information.

E. Employee Engagement & HR Operations

Act as the first point of contact for routine employee HR queries.

Maintain employee grievance and issue records.

Coordinate employee engagement activities.

Manage birthday, work anniversary, recognition, and employee welfare initiatives.

Conduct employee feedback discussions where required.

Monitor employee satisfaction and identify recurring HR concerns.

Support management in improving employee retention.

F. Performance Management

Coordinate probation confirmation processes.

Maintain employee performance review schedules.

Collect performance feedback from reporting managers.

Track confirmation, appraisal, increment, promotion, and performance improvement

processes.

Maintain documentation related to employee performance.

Follow up with managers on pending performance reviews.

G. Employee Discipline & Policy Implementation

Ensure employees follow company policies and procedures.

Monitor attendance, punctuality, dress code, workplace discipline, and professional

conduct.

Issue warnings or notices based on management instructions and documented HR

processes.

Maintain records of disciplinary actions.

Support management in implementing HR policies consistently across departments.

H. Exit & Full & Final Coordination

Manage resignation and exit formalities.

Conduct exit interviews.

Coordinate clearance from respective departments.

Track company assets, documents, ID cards, tools, laptops, and other company

property.

Coordinate full & final settlement with Accounts.

Prepare experience/relieving letters as applicable.

Update employee records and manpower reports after employee exit.

3. Administration Responsibilities:

Office Administration

Manage day-to-day office administrative requirements.

Coordinate office stationery, printing materials, pantry supplies, housekeeping, and

general office requirements.

Maintain office asset and inventory records.

Coordinate repairs, maintenance, internet, electricity, AC, furniture, and other

facility-related requirements.

Coordinate with vendors and service providers.

Maintain office-related bills, quotations, and purchase records.

Ensure the office is maintained in a professional and organised manner.

Site & Factory Administration

Coordinate with project/site teams regarding manpower requirements and employee

deployment.

Maintain records of site staff, supervisors, installers, factory staff, and other operational

manpower.

Support onboarding and documentation of site/factory employees.

Coordinate uniforms, ID cards, tools, and basic employee requirements.

Maintain manpower movement/deployment records.

Coordinate with Operations regarding absenteeism and manpower shortages.

4. HR Documentation & Records

Maintain updated:

Employee Master Database

Attendance Register

Leave Register

Recruitment Tracker

Candidate Database

Joining Tracker

Employee Personal Files

Salary Revision Records

Performance Review Records

Warning/Disciplinary Records

Exit Tracker

Full & Final Tracker

Company Asset Register

Employee ID/Document Records

Training Records

Statutory/Compliance Records

5. HR MIS & Reporting

Prepare regular HR reports for management covering:

Total employee strength

Department-wise manpower

New joiners

Resignations

Attrition

Open positions

Recruitment status

Attendance

Leave utilisation

Late coming/absenteeism

Payroll inputs

Employee tenure

Probation/confirmation status

Performance review status

Site/factory manpower status

6. Interior Industry-Specific

Responsibilities

The candidate should understand the nature of an interior business and be comfortable

coordinating with:

Sales Design Project Management Procurement Factory Site Execution

Installation Handover

The HR Executive should maintain manpower visibility across these functions and ensure that

operational teams have the required manpower at the right time.

Particular focus should be given to:

Interior designers

Project managers

Site supervisors

Site coordinators

Factory workers

Carpenters

Installers

Helpers

Procurement/support teams

Sales teams

Experience dealing with site manpower, factory manpower, contractors, installers, and

blue-collar workforce will be an advantage.

7. Key Performance Indicators – KPIs

Recruitment

Time taken to close open positions

Joining ratio against selected candidates

Recruitment cost

Quality of hires

Employee retention during initial 3–6 months

HR Operations

Attendance accuracy

Payroll input accuracy

Timely completion of joining/exit formalities

Employee documentation accuracy

Probation confirmation compliance

Administration

Timely resolution of administrative requirements

Vendor/service coordination

Office maintenance

Inventory and asset accuracy

Employee Management

Attrition rate

Employee grievance resolution time

Employee engagement

Policy compliance

Attendance and discipline

8. Required Skills

Strong communication and interpersonal skills

Good understanding of HR processes

Recruitment and interviewing skills

Good Excel/Google Sheets knowledge

Strong documentation skills

Ability to maintain HR trackers and MIS

Good coordination and follow-up skills

Ability to handle confidential employee information

Problem-solving ability

Strong ownership and accountability

Ability to work with both office and site/factory teams

Ability to work in a fast-paced interior/construction environment

9. Preferred Experience

Mandatory:

3–4 years of HR/Admin experience

Strong hands-on HR operations experience

Good knowledge of recruitment, attendance, payroll coordination, and employee

documentation

Preferred:

Experience in interior design, construction, architecture, fit-out, real estate, or related

industries

Experience managing blue-collar/site/factory manpower

Experience using HRMS, Google Workspace, Excel, or similar HR tools

Experience working in a growing organisation

10. Ideal Candidate Profile

The ideal candidate should be:

Hands-on rather than purely process-oriented

Comfortable dealing with employees at all levels

Strong in follow-ups

Highly organised

Good at maintaining trackers and documentation

Firm but approachable

Capable of independently managing routine HR operations

Comfortable coordinating with management, designers, project managers, site teams,

factory teams, and vendors

Proactive in identifying HR and manpower issues before they become operational

problems

Overall Responsibility

To ensure that the right people are recruited, properly onboarded, regularly tracked,

effectively supported, and smoothly managed throughout their employee lifecycle while

keeping the company's HR and administrative operations organised, compliant, and

efficient.