Human Resource Executive

JOB DESCRIPTION – HUMAN RESOURCES (HR)

Department: Human Resources

Reporting To: Management / Directors

Location: Corporate Office

Coverage: All Company Centers & Employees

JOB PURPOSE

The HR is responsible for managing the complete employee lifecycle—from manpower requirement and recruitment to onboarding, attendance, payroll coordination, employee discipline, documentation, performance support and separation. HR will ensure that all centers follow uniform company policies and maintain complete and accurate employee records.

KEY RESPONSIBILITIES

1. Recruitment & Manpower

• Collect manpower requirements from Center Heads / Operations.
• Source and screen candidates.
• Coordinate interviews with concerned managers.
• Ensure HR participation in salary discussions and final salary closure.
• Issue offer/appointment letters only after required approvals.
• Maintain daily recruitment and vacancy tracker.
• Track joining vs. offered candidates and attrition replacement.

2. Joining & Onboarding

• Complete joining formalities before/at joining.
• Collect KYC, PAN, Aadhaar, bank details, photographs, education and previous employment documents.
• Obtain signed appointment letter, NDA, company policies and declarations.
• Complete HRMS and biometric enrollment.
• Issue Employee ID.
• Coordinate with Admin/IT for system, email, SIM, headset, ID card and other assets wherever applicable.
• Conduct employee induction and policy briefing.
• Maintain complete physical/digital employee file.

3. Attendance & HRMS

• Maintain HRMS for all employees across centers.
• Ensure every active employee is correctly mapped in HRMS/biometric.
• Remove resigned/terminated/inactive employees promptly.
• Monitor daily attendance, late login, early logout, absenteeism and leave.
• Ensure attendance is processed strictly according to company policy.
• Resolve genuine HRMS/biometric discrepancies before payroll cut-off.
• Maintain monthly attendance closure records.

4. Payroll Coordination

• Prepare final monthly attendance input for payroll.
• Record approved incentives, penalties, deductions, LOP, advances and other adjustments.
• Coordinate with Accounts for salary processing.
• Verify salary sheets before final management approval.
• Maintain salary revision and increment records.
• Ensure Full & Final settlement data is accurately prepared for exited employees.

5. Employee Documentation

Maintain a complete employee master containing:

• Employee Code
• Name & Contact Details
• Center / Department / Process
• Designation
• Reporting Manager
• Date of Joining
• Salary / CTC
• KYC & Bank Details
• Attendance & Leave Records
• Appointment/Confirmation Letters
• Warning/Show-Cause Letters
• Increment/Promotion Letters
• Asset Issuance
• Resignation/Termination
• Exit Clearance & F&F Status

6. Employee Discipline & Policies

• Ensure uniform implementation of company policies across all centers.
• Issue warning, show-cause, PIP and termination letters after appropriate authorization.
• Maintain proper disciplinary documentation.
• Escalate misconduct, fraud, data leakage, absenteeism and policy violations immediately.
• Ensure employees acknowledge all important company policies.

7. Employee Relations

• Act as the formal HR point of contact for employees.
• Handle grievances professionally and confidentially.
• Coordinate with TLs, Floor Managers and Center Heads for employee-related matters.
• Prevent unnecessary workplace conflicts and ensure concerns are escalated appropriately.
• Conduct employee engagement and retention initiatives where required.

8. Performance & Confirmation

• Track probation and confirmation dates.
• Obtain performance feedback from reporting managers.
• Coordinate confirmation, extension, increment and promotion documentation.
• Maintain performance/PIP records.
• Track high attrition teams/processes and highlight concerns to management.

9. Exit Management

• Record resignation immediately.
• Conduct exit formalities and exit interviews.
• Coordinate notice period and last working date.
• Obtain clearance from Operations, IT, Admin and Accounts.
• Ensure return of ID cards, laptops, SIMs, headsets and all company assets.
• Disable/remove employee access through the concerned department.
• Coordinate F&F and relieving/experience letters as applicable.

10. HR MIS & Management Reporting

HR should maintain and submit:

Daily: Headcount, attendance, absenteeism, late login, recruitment and joining status.

Weekly: Open positions, recruitment funnel, joining vs. requirement, attrition, disciplinary cases and HR action tracker.

Monthly: Opening headcount, new joiners, exits, closing headcount, attendance summary, payroll inputs, attrition %, center-wise manpower, process-wise manpower and recruitment performance.

11. Compliance & Confidentiality

• Maintain statutory and employment-related records applicable to the company.
• Coordinate PF/ESI and other statutory requirements with Accounts/consultants wherever applicable.
• Maintain confidentiality of employee salary, KYC, disciplinary and management information.
• Employee information must only be shared with authorized persons.
• Maintain proper digital backup of HR records.

HR AUTHORITY & CONTROL

HR shall be the central custodian of employee records.

No employee should be considered formally onboarded without completion of HR documentation and HRMS/biometric registration.

No salary change, designation change, transfer, promotion or employment-status change should be implemented without documented approval and HR record updation.

All employee joining, transfer, warning, resignation, termination and exit information must flow through HR.

KEY HR KPIs

Recruitment: Vacancy closure TAT, joining ratio, offer-to-joining ratio.

Attendance: Attendance accuracy and timely monthly closure.

Documentation: 100% employee-file and KYC completion.

HRMS: 100% active manpower mapping and timely removal of inactive employees.

Attrition: Center/process-wise attrition monitoring and reporting.

Payroll: Error-free and timely payroll inputs.

Compliance: Timely documentation and policy acknowledgements.

Exit: Timely clearance and F&F coordination.

Reporting: Accurate Daily/Weekly/Monthly HR MIS.

Core Accountability

Right Employee → Right Documentation → Right Attendance → Right Payroll → Right Discipline → Right Exit → Complete HR Records