HR Operations & Recruitment Specialist

Role Overview

We are looking for a dynamic and detail-oriented HR Operations & Recruitment Specialist to serve as the dedicated Onsite HR for our Gurgaon office. This is a strategically important cross-border role that bridges our India HR function and US HR operations team. As the single point of contact for all HR-related matters at the Gurgaon facility, the incumbent will be responsible for managing the day-to-day HR experience of employees physically present at the office — covering employee relations, grievance handling, compliance adherence, facility-level HR administration, and in-person support for all people-related needs. In addition, the role drives India-side recruitment in close coordination with the India HR Manager, and provides real-time HR operational support to the US HR team during US business hours via a graveyard shift (3:00 PM – 11:00 PM IST). The role permits work-from-home for the second half of the shift (post 7:00 PM IST) subject to company policy.

Key Responsibilities

• Onsite HR – Gurgaon Office Management
• Act as the first point of contact for all HR-related matters for employees based at the Gurgaon office
• Manage day-to-day employee relations including grievance redressal, conflict resolution, and disciplinary proceedings in accordance with company policy and applicable Indian labour law
• Conduct regular floor walks and informal employee connects to gauge workforce sentiment, identify concerns early, and maintain a positive office culture
• Facilitate the entire onboarding and offboarding experience for Gurgaon-based employees — including orientation, access provisioning coordination, asset management, exit interviews, and full-and-final settlement processing
• Manage and maintain employee attendance, leave records, and shift rosters in the HRMS for the Gurgaon headcount
• Coordinate with the admin/facilities team to ensure the office environment meets employee welfare standards including safety, health, and ergonomic requirements
• Maintain physical employee files and ensure statutory registers (attendance register, leave register, etc.) are up to date as mandated by the Haryana Shops & Establishments Act
• Organize and execute in-office HR events including engagement activities, townhalls, recognition ceremonies, and policy briefings
• Serve as the local POSH (Prevention of Sexual Harassment) coordinator — receive complaints, liaise with the Internal Committee (IC), and ensure awareness sessions are conducted periodically
• Maintain visitor and contractor HR compliance records for the Gurgaon facility
• Support statutory and internal HR audits by providing necessary documentation and records for the Gurgaon office
• Recruitment – India Coordination
• Partner with the India HR Manager to drive end-to-end recruitment for India-based roles across levels
• Post job descriptions on relevant portals (Naukri, LinkedIn, Indeed, etc.) and manage applicant pipelines
• Screen resumes, coordinate telephonic/video interviews, and schedule interviews with hiring managers
• Manage offer rollout, pre-boarding documentation, and onboarding coordination in compliance with Indian labour law
• Maintain and update the Applicant Tracking System (ATS) with accurate and timely candidate status updates
• Liaise with staffing agencies and maintain vendor relationships for contract staffing needs
• HR Operations – US Coordination
• Serve as the primary point-of-contact between India HR and the US HR Operations team during US business hours
• Assist the US HR team with operational tasks including employee data management, HRIS updates, and process documentation
• Coordinate background verification, onboarding workflows, and document collection for US-based hires as required
• Track HR metrics, prepare status reports, and share daily/weekly summaries with the US HR Lead
• Support US compliance checks, policy rollouts, and new-hire orientation scheduling in coordination with the US team
• Manage shared HR inboxes, respond to employee queries, and escalate issues appropriately across time zones
• Participate in cross-functional US HR projects such as HRIS migrations, policy updates, and benefits administration support
• Document Custodian – India & US HR Teams
• Serve as the designated Document Keeper (Custodian of Record) for the HR function across both India and US geographies — responsible for completeness, accuracy, version control, and accessibility of all HR documentation
• Maintain a centralized Master Document Repository covering: employee files, offer letters, employment contracts, policy documents, onboarding/offboarding records, background check reports, statutory registers, visa/work authorization documents (US), and all HR correspondence
• Ensure all documents are filed, named, and stored per the company's Document Management Policy, India DPDP Act 2023, and applicable US state data privacy laws (CCPA, VCDPA, etc.)
• Manage access controls for the document repository — define view/edit/retrieval permissions for India and US HR teams and maintain a running access log
• Track document expiry dates, renewal timelines, and compliance deadlines (e.g., visa renewals, contract renewals, statutory filings) and proactively alert relevant stakeholders
• Coordinate with the US HR team to ensure US employee documentation (I-9s, W-4s, benefits enrollment forms, etc.) is properly maintained and accessible in compliance with US federal and state retention requirements
• Manage physical HR files for the Gurgaon office and ensure proper archival, secure disposal, and retention schedules in line with Indian labour law requirements
• Monthly Documentation Health Audit (MoM Reporting)
  
  

A standing monthly accountability: submit a Documentation Health Audit Report to the India HR Manager and US HR Lead by the 5th working day of every month. The audit shall cover:

• Document Completeness Check: Review 100% of active employee files (India + US); report missing, expired, or incomplete documents with resolution timelines
• New Hire Documentation Status: Confirm all onboarding documents for the previous month's joiners are complete, signed, and filed — including offer letters, NDAs, ID proofs, PF/ESI nominations, and I-9s (US)
• Offboarding Documentation Status: Confirm all exit documentation (resignation letters, clearance forms, experience letters, F&F settlement records) from the prior month are closed and filed
• Policy Acknowledgement Tracker: Track and report % of employees who have acknowledged updated policies; flag non-compliant employees by name to respective HR managers
• Statutory Register Health: Verify the up-to-date status of all mandatory statutory registers (attendance, leave, wages, etc.) under the Haryana Shops & Establishments Act
• Document Version Control Log: Confirm all active HR policy documents, JDs, and templates are on their latest approved version; flag outdated versions still in circulation
• Data Privacy Compliance Check: Report document-related data privacy risks (unauthorized access, unencrypted files, expired consents) under DPDP Act and applicable US laws
• Action Closure Tracker (MoM): Provide a month-on-month comparison of open items from the previous audit with closure status in Red / Amber / Green (RAG) format
• Report to be submitted in a standardized format approved by the HR Manager and presented in the monthly HR Ops review call with India and US HR leadership
  
  

Qualifications & Experience

Education

• Bachelor's degree in Human Resources, Business Administration, or related field (mandatory)
• MBA / PGDM in HR preferred
  
  

Experience

• 3–6 years of progressive HR experience, with exposure to both Recruitment and HR Operations
• Prior experience working with a US-based or MNC organization strongly preferred
• Hands-on experience with ATS platforms
• Familiarity with HRIS systems
  
  

Skills

• Strong verbal and written communication skills in English – essential for US team coordination
• Proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook) and collaboration tools (Slack, Teams, Zoom)
• Ability to multitask, prioritize effectively, and meet deadlines in a high-paced, cross-functional environment
• High degree of confidentiality, integrity, and professional discretion
• Strong organizational skills with attention to detail
  
  

Shift Timings & Work Arrangement

Shift Details

Shift Window

3:00 PM – 11:00 PM IST (Monday to Friday | 5-day work week)

First Half (In-Office)

3:00 PM – 7:00 PM IST – Mandatory office presence; India-side recruitment tasks & overlap work

Second Half (WFH Eligible)

7:00 PM – 11:00 PM IST – Work from home permitted; real-time US HR coordination

US Time Zone Equivalent

5:30 AM – 1:30 PM ET | 2:30 AM – 10:30 AM PT (covers full US East Coast morning hours)