Admin And HR

ADMIN & HR EXECUTIVE

Elegance Living

Role Purpose

The Admin & HR Executive will be responsible for ensuring the smooth, disciplined, and professional functioning of Elegance Living’s office and administrative operations, while also managing day-to-day HR activities, recruitment coordination, employee records, logistics support, and internal coordination.

The role requires a person who demonstrates ownership, responsibility, follow-up discipline, confidentiality, attention to detail, and the ability to complete tasks without constant supervision.

The candidate will work closely with the Management and various team members to ensure that office operations, recruitment, employee documentation, deliveries, client coordination, and administrative activities are completed accurately and on time.

1. ADMINISTRATIVE & OFFICE MANAGEMENT

• Take complete responsibility for the day-to-day administration and smooth functioning of the Elegance Living office.
• Ensure the office is opened on time, properly organized, clean, presentable, and ready for business every working day.
• Ensure proper closing of the office at the end of the working day, including checking lights, AC, equipment, documents, doors, and other essential requirements.
• Maintain discipline and organization in the office and ensure that employees follow established administrative procedures.
• Maintain and organize physical and digital files, records, documents, agreements, employee files, vendor records, quotations, invoices, and other company documentation.
• Ensure important documents are properly filed, updated, easily retrievable, and protected from unauthorized access.
• Manage incoming and outgoing calls, emails, courier, postal correspondence, documents, samples, and packages.
• Coordinate with office vendors for maintenance, servicing, repairs, housekeeping, internet, electrical, equipment, stationery, and other office requirements.
• Maintain an inventory of office stationery, printing materials, pantry requirements, cleaning materials, and other administrative supplies.
• Identify requirements in advance and ensure that essential office supplies are not allowed to run out.
• Coordinate with service providers and vendors and follow up until the work is completely closed.
• Maintain a vendor and service-provider database, including contact details, scope of work, quotations, bills, and service history.
• Support Management in preparing reports, MIS, statements, records, presentations, letters, and other administrative documents.
• Maintain confidentiality of company information, employee information, commercial information, client details, vendor details, and Management instructions.

2. LOGISTICS, DELIVERY & DISPATCH COORDINATION

• Coordinate all material deliveries and dispatches from the office, warehouse, supplier, or project site.
• Coordinate with transporters, drivers, courier companies, and logistics partners for timely movement of materials and documents.
• Arrange and book vehicles for material dispatches, depending on quantity, dimensions, location, urgency, and project requirements.
• Obtain and compare transportation charges wherever required and seek Management approval before booking.
• Coordinate with the concerned team regarding material readiness, packing, loading, dispatch, delivery location, contact person, and delivery timing.
• Maintain proper records of dispatches, delivery challans, transport details, vehicle numbers, driver details, and delivery status.
• Follow up with clients and project teams regarding delivery schedules and ensure that delivery-related information is communicated clearly.
• Call clients for delivery coordination, dispatch updates, delivery confirmation, feedback, and payment follow-ups as instructed by Management.
• Follow up with transporters until the material reaches the destination and ensure that delivery issues are promptly escalated.
• Coordinate with the Site Engineer / Field Executive / Sales Coordinator regarding site access, unloading, material receipt, and delivery requirements.
• Maintain a record of pending deliveries, delayed dispatches, incomplete deliveries, and unresolved logistics issues.
• Ensure that no delivery or dispatch commitment is left without proper follow-up.

3. CLIENT & INTERNAL COORDINATION

• Coordinate professionally with clients, architects, interior designers, contractors, suppliers, transporters, employees, and other stakeholders.
• Coordinate with clients regarding delivery schedules, site requirements, documentation, feedback, and payment follow-ups.
• Maintain proper records of important client communications and ensure that commitments are communicated to the concerned team.
• Ensure that messages, calls, emails, and instructions received from clients are not missed or left unattended.
• Escalate important client issues or complaints to Management immediately.
• Maintain a professional and courteous communication standard that reflects the premium positioning of Elegance Living.

4. RECRUITMENT & CANDIDATE MANAGEMENT

• Take responsibility for supporting the end-to-end recruitment process for Elegance Living.
• Understand the manpower requirement, job description, experience requirements, salary range, location, and other criteria before sourcing candidates.
• Source candidates through job portals, recruitment platforms, employee references, social media, advertisements, consultants, and other relevant channels.
• Maintain an updated Candidate Master / Recruitment Tracker for all open positions.
• Screen resumes against the approved job description and shortlist relevant candidates.
• Conduct initial telephonic screening wherever required.
• Verify candidate information, experience, employment history, salary expectations, notice period, location, and joining availability.
• Schedule interviews with Management and concerned department heads.
• Ensure candidates receive proper communication regarding interview date, time, location, documents required, and other instructions.
• Follow up with candidates before interviews to confirm attendance.
• Follow up with shortlisted candidates after interviews and maintain proper status updates.
• Maintain regular communication with selected candidates between selection and joining to reduce last-minute dropouts.
• Conduct appropriate candidate verification / background verification as instructed by Management before joining.
• Verify employment details, references, identity documents, educational documents, and other relevant information wherever applicable.
• Maintain complete recruitment documentation and records for every selected candidate.
• Immediately report candidates who provide inconsistent information, fail to respond, repeatedly postpone joining, or do not meet the agreed requirements.
• Ensure that recruitment activities are completed within the required timeline and that open positions are actively followed up until closure.

5. EMPLOYEE ONBOARDING & HR DOCUMENTATION

• Coordinate the complete employee onboarding process.
• Collect and verify required joining documents before or at the time of joining.
• Maintain employee files containing appointment letters, ID/address proof, educational documents, previous employment details, bank details, photographs, and other required records.
• Prepare and coordinate issuance of offer letters, appointment letters, confirmation letters, HR forms, declarations, NDAs, and other employee documents as instructed.
• Ensure employees understand company rules, reporting structure, attendance procedures, leave policy, working hours, dress code, confidentiality requirements, and other applicable policies.
• Coordinate employee induction and introduction to the team.
• Maintain a proper joining checklist and ensure that all onboarding activities are completed.

6. ATTENDANCE, LEAVE & EMPLOYEE RECORDS

• Maintain accurate daily attendance records for all employees.
• Track late coming, early leaving, absenteeism, leave, holidays, and other attendance-related information.
• Maintain employee leave records and ensure leave requests are properly documented and approved.
• Prepare monthly attendance information for Management / payroll processing.
• Maintain an updated employee database containing designation, date of joining, salary/CTC, probation status, confirmation date, contact details, documents, and other relevant information.
• Monitor probation periods and bring upcoming confirmation dates to Management's attention.
• Maintain records of employee resignations, notice periods, relieving formalities, and final settlements as instructed.

7. HR COORDINATION & EMPLOYEE DISCIPLINE

• Act as the first point of contact for routine employee administrative queries.
• Communicate company policies and administrative instructions to employees.
• Ensure employees follow established procedures relating to attendance, leave, reporting, office discipline, documentation, confidentiality, and company property.
• Maintain records of employee-related instructions, warnings, explanations, and other documentation whenever instructed by Management.
• Follow up with employees on pending documents, assigned administrative tasks, and HR requirements.
• Ensure that employee-related matters are handled professionally and confidentially.
• Escalate repeated attendance issues, misconduct, non-compliance, absenteeism, or other serious concerns to Management.
• Assist Management with employee confirmation, probation reviews, performance documentation, resignation, notice period, and exit formalities.

8. TRAVEL & APPOINTMENT COORDINATION

• Schedule and coordinate site visits, client meetings, vendor meetings, photo shoots, and business appointments.
• Arrange travel bookings including flights, trains, buses, hotels, local transportation, and other travel requirements as instructed.
• Coordinate travel schedules with employees, Management, clients, and other concerned parties.
• Maintain travel details and booking records.
• Ensure timely confirmation and follow-up of all travel arrangements.
• Coordinate changes, cancellations, rescheduling, and other travel-related requirements.

9. MIS, REPORTING & RECORD KEEPING

Maintain and update relevant administrative and HR MIS, including:

• Recruitment / Candidate Tracker
• Employee Master
• Attendance Register
• Leave Tracker
• Employee Document Checklist
• Probation & Confirmation Tracker
• Vendor Master
• Office Expense Tracker
• Courier / Dispatch Register
• Delivery & Logistics Tracker
• Vehicle / Transport Booking Records
• Office Inventory / Stationery Register
• Recruitment Performance Report
• Pending Task Tracker
• Other MIS required by Management

Reports should be accurate, updated, and submitted within the required timelines.

10. OFFICE INVENTORY & COMPANY ASSETS

• Maintain records of company assets issued to employees.
• Maintain records of laptops, mobile phones, keys, uniforms, samples, tools, documents, office equipment, and other company property wherever applicable.
• Ensure proper handover and acknowledgement of company property during joining, transfer, or exit.
• Maintain office inventory and report shortages, damages, or missing items immediately.
• Coordinate repairs and servicing of office equipment.
• Ensure samples, brochures, catalogues, stationery, and other business materials are properly stored and organized.

11. MANAGEMENT SUPPORT

• Provide day-to-day administrative support to the Management of Elegance Living.
• Follow Management instructions accurately and ensure proper execution and closure.
• Maintain a daily list of pending tasks and ensure timely completion.
• Proactively follow up with concerned persons rather than waiting for repeated instructions.
• Bring important pending matters, delays, risks, or issues to Management's attention in advance.
• Assist Management in preparing documents, reports, letters, MIS, schedules, and other business requirements.Support coordination between the Sales, Marketing, Site, Installation, Accounts, and Administration teams wherever required.
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12. OWNERSHIP & ACCOUNTABILITY

The person appointed to this role is expected to demonstrate:

• Ownership of assigned responsibilities
• Strong follow-up and coordination skills
• Accuracy and attention to detail
• Punctuality and discipline
• Ability to work independently
• Professional communication
• Confidentiality and integrity
• Proper documentation and record keeping
• Ability to prioritize urgent and important tasks
• Consistent follow-through until task completion
• Proactive identification of problems and timely escalation
• Ability to manage multiple responsibilities without losing track of pending work

Every task assigned must be tracked until completion. Merely forwarding a message, making a call, or assigning a task to another person will not be considered completion. The employee is expected to follow up, verify the outcome, update the concerned person, and close the task.

Key Performance Expectations

The performance of the Admin & HR Executive will be evaluated based on:

1. Timely and smooth functioning of the office.
2. Accuracy and completeness of employee and administrative records.
3. Recruitment activity and timely candidate follow-up.
4. Reduction in candidate dropouts between selection and joining.
5. Timely completion of employee onboarding documentation.
6. Accuracy of attendance and leave records.
7. Timely coordination of deliveries, dispatches, travel, meetings, and appointments.
8. Proper maintenance of MIS and trackers.
9. Timely closure of assigned administrative tasks.
10. Professional communication with clients, employees, vendors, and candidates.
11. Confidentiality and proper handling of company information.

Demonstrate