Human Resources Operations Specialist

About GUS Education India (GEI)

GUS Education India (GEI) is the education arm of Global University Systems, a leading European education conglomerate. Established in 2017, GEI boasts a portfolio of over 35 institutions and collaborates with prestigious universities and institutions worldwide, offering educational services that enhance their operations and impact.

Job Purpose

The purpose of the Specialist – HR Operations role is to manage end-to-end onboarding, coordinate induction sessions with various departments, administer all types of employee insurance, ensure timely additions and deletions without any cost leakage, and provide operational support across HR functions.

Desired Profile

Qualification

- Master's degree in HR or Bachelor's degree in Business Administration.

Skills

Must Have:

• Advanced Excel skills.
• Hands-on experience with HRMS platforms such as PeopleStrong, Darwinbox, SAP, Workday, etc.

Good to Have:

• Practical experience in employee onboarding.
• ESIC and PF/UAN administration.
• Employee insurance operations.
• Payroll validation.
• Vendor coordination and management.

Relevant Experience

- 6–8 years of relevant experience.

Key Accountabilities

1. Employee Onboarding & Documentation

• Manage the end-to-end onboarding process for new hires.
• Validate employee documents, including educational, identity, address and employment records.
• Ensure document collection, statutory sign-offs and onboarding compliance are completed before the joining date.
• Coordinate and facilitate new hire onboarding and induction sessions.
• Partner with Talent Acquisition, Payroll, IT and business stakeholders to ensure hardware, software access and welcome kits are delivered on day one.
• Design and facilitate orientation sessions to introduce new hires to company culture, core values, policies and workflows.
• Act as the primary point of contact for new hires during their first 30 days to resolve queries related to policies and early integration.

2. Employee Insurance Administration (GMC, GPA, GTL & EHC)

• Manage end-to-end insurance operations, including employee enrolments, additions, deletions and modifications.
• Validate employee and dependent information before submitting it to insurance providers.
• Coordinate with insurance vendors, brokers and internal stakeholders for query resolution.
• Address employee concerns related to insurance coverage and policy benefits.
• Support annual policy renewals, reconciliation and premium validation.
• Oversee day-to-day administration of corporate insurance plans, including:
• Group Medical Coverage (GMC)
• Group Personal Accident (GPA)
• Group Term Life Insurance (GTLI)
• Employee Health Checkup (EHC)
• Manage weekly employee and dependent inclusion/exclusion data with insurance brokers to ensure timely endorsements and prevent cost leakage.
• Assist employees with insurance claims, cashless hospitalisation approvals and reimbursement tracking.
• Coordinate annual insurance renewals and participate in negotiations alongside the HR leadership team.
• Organise wellness sessions and communication campaigns to improve awareness and utilisation of employee health benefits.

3. Statutory Compliance & Registrations

• Handle ESIC and UAN registrations for eligible employees.
• Create and manage UAN generation and PF member registrations.
• Ensure employee KYC verification.
• Maintain accurate statutory records across government portals and HRMS systems.

4. Contract Workforce Payroll & Vendor Management

• Validate payroll inputs, attendance and statutory deductions for contract employees.
• Review and validate payroll reports shared by staffing vendors.
• Process and track vendor invoices to ensure timely payments.
• Coordinate with Finance, Procurement and vendors to resolve discrepancies.

Key Result Areas (KRAs) & Key Performance Indicators (KPIs)

1. Onboarding & Documentation

• Ensure error-free end-to-end onboarding for all new hires.
• Ensure all required employee documentation is collected before the joining date.
• Coordinate with different departments for induction sessions.
• Continuously improve onboarding processes to enhance the employee experience.

2. Employee Insurance Administration

• Ensure weekly additions and deletions in employee insurance records.
• Perform weekly data reconciliation to avoid missing employee or dependent details.
• Coordinate with insurance vendors to resolve queries and discrepancies.
• Resolve employee queries related to cashless hospitalisation and reimbursement processes.
• Coordinate and collect employee data for annual insurance renewals.
• Organise employee wellness sessions in coordination with vendors.
• Share monthly parental insurance deduction details with the Payroll team.

3. Statutory Registration for New Hires

• Ensure ESIC and PF accounts are created for all eligible new hires within the defined TAT.
• Maintain statutory reports and employee registration records in SharePoint and HRMS.
• Ensure accuracy and timely completion of statutory registrations.

4. Vendor Management

• Coordinate with staffing partners for employee IDs and documentation of new hires.
• Track contract extensions in coordination with HRBPs and vendor partners.
• Validate draft invoices received from vendors.
• Coordinate with Finance for invoice processing and timely payments.

Performance Assessment:

The KRAs and KPIs should be assessed biannually to ensure consistent performance and alignment with organisational expectations. Potential challenges in measuring performance due to organisational process complexities that may impact target achievement should also be considered.