HR Admin

Scope of Work for HR and Admin Head

1. Payroll Management

· Attendance data verification before 2nd of every following month

· Leave and LOP Days calculation. before 2nd of every following month

· Ad-hoc payment/deductions

· TDS deduction as per finance data

· Loan recovery and maintenance of his history

· Get approval on Payroll from CFO & MD

· Handover to Finance for payment processing before 2nd of every following month

· Releasing payslips before 5th of every following month

· Sending data to Finance for PT Filing before 5th of every following month

2. Statutory compliances

· Ensure monthly PF filing through PF consultant is done and closed before 10th of the following month

· Ensure that all the required compliance (fillings or returns) related to ESI, MLW , BOCW, POSH ,CLRA etc are completed before the defined due dates and there are no delays at all.

· Sending payroll data to finance for PT and TDS filing before 7th of every following month

· Maintain compliance tracker and review weekly with CFO

3. HR Administration

· Maintain individual personal files of all employees and kept open for Inspection by CFO and MD at any given moment of time.

· Issue Appointment, Confirmation, increment letters to employees as per requirement and ensure that the same is received by the employees and acknowledged by said employees immediately

· Ensure all employee records are as per Audit requirements -Internal, Statutory, PF, ESI audits etc. without any work time restrictions

· Close any pending Audit non compliance with the support of all the underlying documents and workings within the committed timelines.

· Face quarterly HR Audit and ensure that there are no ADVERSE remarks on the report anytime on the company records.

· Maintain office discipline – working hours, Smart ID Cards, Dress code , card swapping machines , thumb machines etc are updated and maintained in proper order all the time at HO and Work Sites .

· Complete Clearance formalities, F&F Settlement for exit employees, exit interviews etc

4. Performance Management

· Getting KRA filled from all employees and approved by the reporting managers at the time of joining or during the currency of the workings, in case of existing employee

· Creating a proper performance measurement system and monitoring of the same manually or through given HRMS .

· Plan reviews with senior management and HODs and confirm the same within 1 month of end of every six months.

· Finalize rating and increment at the end of year based on performance before 30th April every year

· Release increment letters immediately after the approval of the Top management

5. Insurance and Asset Tracking

· Maintain data of WC Insurance of site employees

· Follow-up for renewal of WC policy

· Track and update data of other employee insurance

· Keep track of all employee assets in excel file

· Update and maintain the all the required details for Group Mediclaim Policy and Group Accident Policy on top priority

· Ensure the safety and security of the employees of the company at all time. Update the top management on this matter regularly.

6. Engagement Activities /Rewards & Recognitions

· Conduct monthly birthday celebrations and sending good wishes on the day to all eligible employees

· Regular interaction and resolving employee issues related to HR and other departments and updating respective dept. about the same.

· Ensure that the employees of the company have an easy and simple access to raise their queries or ask for some support in case of any issues.

· Ensure that at the time of Quarter closings, adequate staff is available to service the late goers.

· Ensure that the right performer is rewarded and recognised on Quarterly basis in sync with the company HR policies.

7. Training & Development

· Provide induction to all New Joiners and its minute and recorded appropriately

· Organize soft skill / functional training programs at every 3 months interval / on quarterly basis.

8. HRMS System

· Ensure that the adequate and required data for implementation of any HRMS system is submitted within the given timeframes.

· Ensure that the given software is up and running (correctly) at all times and there are no hiccups in the operations of the same.

· Ensure that the proper database management is done and updated regularly.

· Ensure that the HRMS audits are handled properly and ensure that there are no adverse remarks with regard to HRMS System anytime.

· Policies and Procedures

· Ensure that the HR related policies are available and executed seamlessly.

· Monitor that the policies are followed as desired.

· Ensure that these policies are understood by the employees of the company and all the compliances related to these policies are done manually or on HRMS as defined by the company.

· General office Administration

· Ensure that the required decorum and discipline is maintained at HO and Site offices as per the Admin policies are available and executed seamlessly.

· Monitor that the general happenings of the company

· Ensure that these Admin.policies are updated regularly and understood by the employees of the company and all the compliances related to these policies are done.

· Supervise the staff working in the office.

· Manage office supplies stock and place orders.

· Prepare regular reports on expenses and office budgets.

· Maintain and update company databases.

· Organize a filing system for important and confidential company documents.

· Answer queries by employees and clients.

· Schedule in-house and external events

Requirements and skills
• Proven work experience as an HR and Administrative Officer, Administrator or similar role
• Solid knowledge of HR and office procedures
• Experience with HR & office management software like MS Office (MS Excel and MS Word, HRMS specifically)
• Strong organization skills with a problem-solving attitude
• Excellent written and verbal communication skills
• Attention to detail and minute matters