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

• 36 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)