HR Executive

1. Daily Responsibilities· 

•  Check employee attendance, late arrivals, absences, leave requests and site-team attendance; update the attendance register/system.
• ·  Coordinate with department heads and site supervisors regarding manpower availability, deployment, shift timings and urgent staffing needs.
• ·  Screen applications, contact candidates, schedule interviews and follow up on pending recruitment requirements.
• ·  Maintain employee files and update joining details, contact information, emergency contacts, ID proofs and other required documents securely.
• ·  Support onboarding of new employees by coordinating offer/appointment letters, joining forms, induction, company rules and role expectations.
• ·  Respond to routine employee queries about attendance, leave, company policies, salary-process timelines and workplace concerns; escalate sensitive issues appropriately.
• ·  Monitor office discipline, punctuality, dress/professional conduct and compliance with approved workplace policies.
• ·  Coordinate with Accounts/Admin for approved attendance inputs, leave records, overtime/site allowances and payroll-related changes before the cutoff.
• ·  Track employee documents, probation dates, confirmation dates, contract expiry dates and pending HR actions.
• ·  Record employee complaints, warnings, incidents or grievances factually and confidentially; inform the reporting manager where required.
• ·  Coordinate office supplies or basic administrative arrangements related to employees, meetings, training and staff welfare.
• ·  Share a brief daily update with the reporting manager covering attendance exceptions, recruitment status, manpower gaps and urgent HR matters.

2. Weekly Responsibilities·  

• Review attendance, late-coming, absenteeism, leave patterns and site manpower status with the Business Manager and relevant supervisors.
• Prepare a recruitment tracker showing vacancies, candidates contacted, interviews scheduled, feedback, selected candidates and joining status.
• Follow up with department heads on staff performance, work discipline, role clarity, training needs and unresolved employee issues.
• Check that employee files, joining documents, leave records and HR trackers are complete and updated.
• Conduct or coordinate interviews and share structured candidate feedback with the hiring manager.
• Review upcoming staffing requirements for active and planned interior projects with Operations and Site Supervisors.
• Follow up on probation reviews, confirmation decisions, resignations, notice periods and exit formalities.
• Coordinate one short staff communication, briefing or training session when required—for example, attendance rules, workplace conduct, safety awareness or company SOPs.
• Review pending HR requests and complaints, assign follow-up actions and update the action tracker.
• Submit a weekly HR report to management with key issues, completed actions, recruitment progress and decisions required.

3. Monthly Responsibilities·  

• Prepare and verify the monthly attendance and leave summary and submit approved payroll inputs to Accounts within the agreed deadline.
• Prepare a monthly HR dashboard covering headcount, new joiners, exits, vacancies, absenteeism, late-coming, leave, overtime/site manpower and open HR issues.
• Review manpower requirements for upcoming projects and prepare a recruitment plan with expected hiring dates and priorities.
• Coordinate monthly performance/KRA reviews with department heads and site supervisors; track feedback, improvement actions and training requirements.
• Review probation and confirmation cases and obtain written recommendations from reporting managers before decisions are finalized.
• Check employee documentation and statutory/compliance records applicable to the company; coordinate with management or a qualified professional for applicable labour-law requirements.
• Review HR policies, attendance rules, leave procedures, disciplinary processes and employee handbook/SOPs; recommend updates for management approval.
• Coordinate employee engagement, recognition, welfare or team-building activities within the approved budget.
• Track employee turnover, retention concerns, recruitment costs and recurring attendance or discipline issues; recommend practical improvements.
• Maintain records of warnings, appraisals, training, grievances, exits and other HR actions with appropriate confidentiality and access controls.
• Coordinate exit interviews, handover, asset-return confirmation, access closure and final documentation for employees leaving the company.
• Present a monthly HR review to management with achievements, pending decisions, risk areas and an action plan for the next month.

4 Key Performance Indicators (KPIs)

• Recruitment turnaround
• Vacancies filled within the agreed timeline; interview and joining tracker kept current.
• Attendance and payroll inputs
• Accurate attendance/leave records submitted to Accounts before cutoff.
• Employee documentation
• Employee files and required documents complete, current and securely maintained.
• Onboarding and retention
• Joining formalities completed on time; new employees receive induction and role clarity.
• HR issue resolution
• Employee queries and grievances acknowledged, documented and followed up within agreed timelines.
• Performance review completion
• Probation, monthly/quarterly review and improvement actions completed as scheduled.
• Reporting and compliance
• Daily, weekly and monthly HR reports submitted accurately and on time.

5. Required Skills & Competencies·

• Good communication, coordination, listening and interpersonal skills.
• Working knowledge of recruitment, onboarding, attendance, leave management, employee records and performance follow-up.
• Ability to maintain confidentiality and handle sensitive employee information professionally.
• Good follow-up, organization, documentation and problem-solving skills.
• Basic proficiency in MS Excel, Word, email and attendance/HR software or registers.
• Ability to coordinate with office staff, designers, operations staff, accountants and project-site teams.
• Fair, respectful and consistent handling of employee matters; ability to escalate serious issues to management.

6. Authority & Approval Boundaries· 

• The HR role may coordinate recruitment and recommend candidates, but final hiring, salary, promotion, termination and disciplinary decisions require management approval.
• HR must not promise salary revisions, benefits, leave exceptions or policy changes without authorization.
• Payroll inputs, warnings, employee letters and official HR communications must follow the company's approval process.
• Employee information must be shared only with authorized persons and retained according to company policy and applicable requirements.

7. Reporting & Review

• The HR Executive/Officer is expected to maintain accurate HR records and provide daily, weekly and monthly updates to the reporting manager. This JD may be adjusted according to the company’s size, project workload and approved policies.