HR Admin Executive

Job Description – HR, Recruitment, Payroll & Office Administration ExecutiveJob Title: HR, Recruitment, Payroll & Office Administration Executive

Department: Human Resources & Administration

Location: Mumbai

Reporting To: Management / HR Manager

Job PurposeWe are looking for a responsible and well-organized professional to handle end-to-end recruitment, payroll coordination, attendance, employee records, HR operations and day-to-day office administration. The candidate will be responsible for ensuring smooth HR and administrative operations.

• Key Responsibilities1. Recruitment & HiringHandle the complete recruitment process from manpower requirement to joining.
• Prepare and post job openings on job portals and other recruitment channels.
• Source and shortlist suitable candidates.
• Conduct initial HR screening and interviews.
• Coordinate interviews with department heads and management.
• Coordinate salary discussions and selection formalities.
• Prepare offer letters, appointment letters and joining documents.
• Complete employee onboarding and induction.
• Maintain recruitment trackers and candidate records.
• 2. HR & Employee OperationsMaintain employee master data and personal files.
• Manage joining, confirmation, transfer and resignation formalities.
• Prepare HR letters including appointment, confirmation, experience, relieving and warning letters.
• Handle employee queries and coordinate their resolution.
• Implement and communicate company HR policies.
• Maintain proper HR documentation and records.
• Support employee engagement activities and performance appraisal processes.
• 3. Payroll & AttendanceManage monthly attendance and payroll inputs.
• Verify attendance, late coming, leave, overtime and deductions.
• Coordinate monthly salary processing with Accounts/Payroll team.
• Maintain salary and employee payroll records.
• Handle payroll-related employee queries.
• Coordinate Full & Final Settlement for exiting employees.
• Ensure payroll information is accurate and submitted within timelines.
• 4. Leave & Attendance ManagementMonitor daily employee attendance.
• Manage leave applications, approvals and leave balances.
• Check attendance regularization and missing punches.
• Prepare monthly attendance reports.
• Coordinate with employees and management regarding attendance issues.
• Maintain proper leave and attendance records.
• 5. Office AdministrationManage day-to-day office administrative operations.
• Coordinate housekeeping, security, maintenance and office facilities.
• Manage office stationery, consumables and general requirements.
• Maintain office assets, equipment and inventory records.
• Coordinate repairs, maintenance and service requirements.
• Handle courier, dispatch and incoming/outgoing documents.
• Coordinate meetings, office events and other administrative activities.
• 6. Vendor & Purchase CoordinationCoordinate with office vendors and service providers.
• Obtain quotations and compare prices when required.
• Follow up for timely delivery of office supplies and services.
• Maintain vendor records and related documents.
• Coordinate AMC, printer, internet, electrical, plumbing and other office services.
• Coordinate administrative purchase requirements with Accounts/Management.
• 7. Compliance & DocumentationCoordinate with Accounts/consultants for applicable PF, ESIC, Professional Tax, TDS and other statutory requirements.
• Maintain employee compliance documents.
• Support HR audits and inspections.
• Ensure confidential employee information is properly maintained.
• Required SkillsStrong knowledge of HR Recruitment, Payroll and Office Administration
• Good knowledge of attendance and leave management
• Good communication and interpersonal skills
• MS Excel, Word and email proficiency
• Good documentation and record-keeping skills
• Vendor coordination and negotiation skills
• Ability to multitask and manage priorities
• Problem-solving and follow-up skills
• High level of confidentiality and professionalism
• Qualification & ExperienceQualification: Graduate / MBA / PGDM in HR or equivalent.
• Experience: 2–5 years in HR, recruitment, payroll and administration.
• Experience with HRMS/payroll software will be an advantage.
• Key Performance Indicators (KPIs)Recruitment closure and turnaround time
• Quality of hiring
• Payroll accuracy and timely processing
• Attendance and leave accuracy
• Employee documentation compliance
• Timely completion of HR activities
• Vendor and office administration efficiency
• Employee query resolution