Senior HR Executive

JOB DESCRIPTION (JD)

Position: HR Executive

Department: Human Resources (HR)

Job Title: HR Executive

Experience: 1–3 Years (Preferred)

Employment Type: Full-Time

Job SummaryWe are looking for a proactive, organized, and responsible HR Executive to manage day-to-day HR operations, including recruitment, attendance and payroll coordination, employee documentation, onboarding and offboarding, statutory compliance, HR letters, and employee relations. The candidate will be responsible for ensuring smooth HR operations and maintaining accurate employee records in accordance with company policies.

Roles & Responsibilities

1. Recruitment & Hiring

• Manage end-to-end recruitment, including job posting, candidate sourcing, screening, interview scheduling, and follow-ups.
• Coordinate with department heads and store in-charges to understand manpower requirements.
• Maintain recruitment trackers and update hiring status regularly.
• Ensure timely closure of vacancies as per business requirements.

2. Attendance & Leave Management

• Monitor daily employee attendance, including punch-in and punch-out records.
• Maintain attendance, leave, weekly-off, and absenteeism records.
• Coordinate with store in-charges to resolve attendance discrepancies before payroll processing.
• Ensure attendance records are accurate and submitted within the defined timelines.

3. Employee Documentation

• Maintain employee files and records, including Aadhaar, PAN, bank details, appointment letters, and other employment documents.
• Ensure all joining documents are collected, verified, and properly maintained.
• Keep employee databases and HR records updated and confidential.

4. Onboarding & Induction

• Coordinate the joining formalities of new employees.
• Issue appointment letters and collect the required joining documents.
• Conduct employee induction and explain company policies, rules, and procedures.
• Coordinate with reporting managers to ensure a smooth onboarding process.

5. Offboarding & Exit Formalities

• Manage employee resignation records and exit formalities.
• Coordinate notice periods, handovers, asset returns, and exit interviews.
• Prepare relieving letters, experience certificates, and other exit-related documents.
• Coordinate with the concerned departments for full-and-final settlement and employee clearance.

6. PF & ESI Compliance

• Coordinate employee registration and documentation for Provident Fund (PF) and Employees’ State Insurance (ESI).
• Maintain accurate employee data required for statutory compliance.
• Coordinate with payroll teams, consultants, and relevant authorities for PF/ESI-related queries and filings.
• Track employee eligibility, contribution details, and compliance deadlines.

7. HR Letters & Documentation

• Draft and maintain HR letters, including:
• Offer and appointment letters
• Confirmation and promotion letters
• Warning and show-cause notices
• Performance improvement letters
• Resignation acceptance and termination letters
• Relieving and experience letters
• Ensure all letters are accurate, professionally worded, and approved by the authorized signatory before issuance.
• Maintain proper records of all issued letters and employee communications.

8. Employee Relations & Grievance Handling

• Maintain positive employee relationships and promote a professional work environment.
• Address employee queries, grievances, and workplace concerns.
• Support conflict resolution and disciplinary processes.
• Communicate company policies and ensure employees understand workplace rules and expectations.

9. HR Operations & Reporting

• Maintain HR trackers, employee databases, attendance reports, and recruitment reports.
• Coordinate with the payroll team to ensure timely and accurate salary processing.
• Follow up with department heads and store in-charges regarding employee-related matters.
• Ensure compliance with company policies and maintain confidentiality of employee information.
• Required Skills & QualificationsGraduate in Human Resources, Business Administration, or a related field; an MBA in HR will be preferred.
• 1–3 years of experience in HR operations and recruitment.
• Good knowledge of recruitment, attendance management, onboarding, offboarding, and HR documentation.
• Basic understanding of PF, ESI, and statutory compliance.
• Proficiency in MS Excel, Word, email, and HR management systems.
• Strong communication, coordination, and interpersonal skills.
• Ability to manage multiple tasks, meet deadlines, and maintain confidentiality.
• Key Performance Indicators (KPIs)Timely closure of open positions.
• Accuracy of attendance and employee records.
• Timely completion of onboarding and exit formalities.
• Timely issuance and accuracy of HR letters.
• Completion of PF/ESI documentation and compliance coordination within deadlines.
• Effective resolution of employee queries and grievances.
• Timely submission of HR reports and payroll-related data.

Note: The HR Executive is expected to maintain professionalism, follow company policies, protect confidential employee information, and obtain the required approvals before issuing official HR documents.