Manager HR and Admin

Job Description (JD) – HR & Administration Manager
Department: Human Resources & Administration
Designation: HR & Administration Manager
Reporting To: Management / Director
Role Type: Full-Time
1. Job Summary
We are looking for a proactive, experienced, and result-oriented HR & Administration Manager to manage the overall Human Resources and Administration functions of the organization. The candidate will be responsible for leading and managing the HR and Admin team, ensuring smooth day-to-day operations, implementing HR policies and procedures, maintaining statutory compliance, and creating an efficient and productive work environment.
The role requires strong leadership, team management, communication, coordination, and problem-solving skills, along with the ability to handle multiple responsibilities independently and work closely with management to achieve organizational objectives.
2. Key ResponsibilitiesA. Human Resource Management
Manage the complete employee lifecycle, including manpower planning, recruitment, selection, onboarding, employee engagement, performance management, and exit formalities.
Coordinate with department heads to understand manpower requirements and ensure timely hiring of suitable candidates.
Supervise recruitment activities, including job postings, candidate screening, interview scheduling, salary negotiations, and offer release.
Ensure smooth joining formalities, induction, document collection, background verification, and employee orientation.
Maintain and update employee records, personnel files, HR databases, and confidential employee documentation.
Develop, implement, and communicate HR policies, procedures, and employee guidelines.
Handle employee grievances, disciplinary matters, workplace conflicts, and other employee-related concerns professionally.
Monitor attendance, leave management, working hours, overtime, and employee punctuality.
Coordinate payroll processing with the accounts/payroll team, ensuring accurate attendance, leave, salary inputs, incentives, deductions, and reimbursements.
Oversee employee performance appraisal cycles, probation reviews, confirmation processes, and employee development initiatives.
Plan employee engagement activities, recognition programs, and initiatives to improve employee satisfaction and retention.
Manage employee separation, exit interviews, full and final settlement coordination, and clearance formalities.
B. Team Handling & Leadership
Lead, supervise, and manage the HR and Administration team to ensure efficient execution of daily activities.
Allocate responsibilities, establish priorities, and monitor task completion within defined timelines.
Set clear performance expectations, review team productivity, and ensure accountability.
Conduct regular team meetings to review pending tasks, discuss challenges, and improve operational efficiency.
Provide guidance, training, and support to team members to enhance their skills and overall performance.
Ensure proper coordination and communication within the HR & Admin team and with other departments.
Identify process gaps, resolve operational bottlenecks, and implement corrective actions.
Maintain discipline, professionalism, confidentiality, and adherence to company policies within the team.
Escalate critical employee, compliance, and administrative matters to management with appropriate recommendations.
Prepare regular reports on team performance, recruitment status, employee strength, attendance, and administrative activities.
C. Statutory Compliance & HR Documentation
Ensure compliance with applicable labor laws, employment regulations, and statutory requirements relevant to the organization.
Coordinate statutory registrations, renewals, returns, records, and inspections, as applicable.
Oversee compliance requirements related to PF, ESIC, professional tax, gratuity, bonus, minimum wages, and other applicable labor regulations.
Maintain proper records of employee contracts, appointment letters, confirmation letters, salary revisions, warnings, and separation documents.
Coordinate with consultants, payroll service providers, and legal advisors for compliance-related matters.
Monitor changes in applicable labor regulations and coordinate implementation of required updates.
Ensure HR documentation and employee data are accurate, secure, confidential, and readily available for authorized audits.
D. Administration & Facility Management
Oversee the day-to-day administrative operations of the office and ensure smooth functioning of workplace facilities.
Manage office infrastructure, housekeeping, security, maintenance, utilities, stationery, and other administrative requirements.
Coordinate with vendors, service providers, contractors, and facility management agencies.
Monitor vendor performance, service quality, bills, contracts, renewals, and payment coordination.
Control administrative expenses and ensure effective utilization of office resources.
Manage office supplies, inventory, assets, equipment, and the maintenance of asset registers.
Ensure proper upkeep, cleanliness, safety, and discipline across office premises.
Coordinate travel arrangements, accommodation, transportation, meetings, events, and other business requirements, as needed.
Oversee access control, visitor management, security arrangements, and office safety procedures.
Ensure timely resolution of office maintenance issues and other administrative concerns.
Coordinate with internal departments to support operational requirements and maintain uninterrupted office functioning.
E. Policy Implementation & Process Improvement
Develop, review, and implement HR and administrative policies in line with organizational requirements.
Ensure employees and team members understand and follow company policies, procedures, and workplace rules.
Standardize HR and administrative processes to improve efficiency, transparency, and accountability.
Identify opportunities to automate routine tasks and improve HR systems, reporting, and documentation.
Establish standard operating procedures (SOPs) for recurring HR and administrative activities.
Ensure proper recordkeeping, workflow management, and timely completion of assigned responsibilities.
F. Management Reporting & Coordination
Prepare and submit periodic reports on manpower strength, recruitment, attrition, attendance, leave, payroll inputs, and employee-related matters.
Provide updates on administrative expenses, vendor management, office maintenance, and other operational activities.
Coordinate with management and department heads on workforce planning, employee issues, organizational changes, and operational requirements.
Provide relevant HR data and analysis to support management decisions.
Highlight operational risks, compliance gaps, staffing challenges, and process improvement opportunities.
Ensure timely communication and execution of management instructions and organizational initiatives.
3. Qualifications & Experience
Bachelor’s degree in Human Resources, Business Administration, Management, or a related field.
A postgraduate qualification or MBA in HR will be an added advantage.
Typically, 8-10 years of relevant experience in HR and Administration, including prior team-handling responsibilities; the exact requirement may vary depending on organizational size and complexity.
Practical knowledge of recruitment, employee relations, payroll coordination, HR policies, administration, and statutory compliance.
Experience managing and supervising a team and coordinating with multiple departments.
Working knowledge of MS Office, Excel, HRMS software, attendance systems, and payroll processes.
4. Required Skills & Competencies
Strong leadership and people-management skills.
Excellent verbal and written communication skills.
Effective planning, coordination, and organizational abilities.
Sound knowledge of HR processes and administrative operations.
Problem-solving, decision-making, and conflict-resolution capabilities.
Strong interpersonal skills and the ability to handle sensitive employee matters.
Good negotiation and vendor-management skills.
Ability to prioritize multiple tasks and meet deadlines.
High level of integrity, professionalism, confidentiality, and accountability.
Ability to work independently and coordinate effectively with senior management.
5. Key Performance Indicators (KPIs)
Performance will be assessed based on the following parameters:
Timely closure of recruitment requirements and fulfillment of manpower needs.
Accuracy and timeliness of attendance records and payroll inputs.
Compliance with applicable statutory and internal policy requirements.
Effective handling of employee grievances and reduction of avoidable employee attrition.
Completion of HR documentation, employee records, and performance review cycles within timelines.
Productivity, performance, and development of the HR & Admin team.
Timely completion of administrative tasks and resolution of facility-related issues.
Effective vendor management and control of administrative expenses.
Timely submission and accuracy of management reports.
Implementation of process improvemen

Work arrangement
Hybrid