HR Executive

Job Description Job Overview We are looking for a proactive and detail-oriented HR Executive & Admin to join our HR team. This role will oversee the full spectrum of HR operations, including recruitment, onboarding, employee engagement, attendance, payroll management, compliance and facility coordination. The ideal candidate should possess strong organizational skills, excellent communication abilities and hands-on experience with HRMS tools like KEKA. The role will further support administrative operations, ensure smooth daytoday functioning of the office, manage procurement, coordinate facility upkeep, track inventory, and assist management with operational tasks. Position: HR Executive & Admin Location: Goa Experience: 2-3 Years Number of Openings: 1 Job Location: Panaji, Goa Qualification: Degree BBA/ BA/ MBA in HR or a related field Salary: Best in Industry Job Type: Full-time, Permanent Working Hours: 1:30 PM to 10:30 PM IST Immediate Joiners Will Be Preferred ROLES AND RESPONSIBILITIES - Recruitment and Talent Acquisition - Manage end-to-end recruitment: posting jobs on portals (e.g., KEKA Hire, Indeed), sourcing candidates, and scheduling interviews. - Coordinate with hiring managers to understand job requirements and maintain updated JDs in the database. - Upload and update candidate profiles on KEKA and archive them with appropriate comments. - Conduct salary negotiations within approved salary brackets and generate offer letters via KEKA. - Onboarding and Documentation - Ensure a seamless onboarding experience by coordinating with IT and admin teams for system and email setup. - Guide new hires on company policies, HR systems (KEKA, Spintly, Teams) and provide a comprehensive induction session. - Collect and verify KYC documents, banking details and update employee profiles on HRMS. - Assign biometric and access rights to new employees and set up timesheets in KEKA. - Maintain employee records on SharePoint, including appointment letters, NDAs, and other HR documentation. - Employee Engagement and Welfare - Plan and execute monthly employee engagement activities and events to enhance workplace culture. - Maintain a yearly employee engagement calendar and measure the impact of initiatives. - Actively address employee grievances and ensure timely resolution. - Attendance and Payroll Management - Monitor daily attendance, address late arrivals and escalate repeated issues. - Approve and manage leave requests on HRMS and ensure attendance data is accurate for payroll processing. - Coordinate month-end attendance reconciliation for payroll. - Health Insurance and Compliance - Manage medical insurance additions/deletions as per policy and communicate benefits to employees. - Handle PF additions/deletions by coordinating with the vendor and ensuring compliance. - Provide timely updates to employees regarding insurance claims, coverage and benefits. - Performance and Appraisals - Track probation periods and coordinate confirmation feedback from HODs. - Generate confirmation letters or probation extension letters and communicate outcomes to employees. - Assist in the yearly appraisal process by gathering feedback from managers and updating HRMS with increments. - Support the implementation of PIP for underperforming employees. - Exit Formalities - Initiate the exit process in HRMS, including revoking system and biometric access. - Issue relieving letters, experience certificates and pending pay slips post-final payroll. - Archive exit records on HRMS and SharePoint. - Facility and Vendor Management - Coordinate Annual Maintenance Contracts (AMCs), including vendor evaluation, renewal tracking and negotiation for cost efficiency. - Oversee office infrastructure including seating plans, workstation allocation, maintenance coordination and repair followups. - Manage procurement of office supplies, pantry items, stationery, IT accessories and maintain optimal stock levels. - Act as the primary liaison with building management for security, electricity, pest control, cleaning and facility compliance. - Conduct quarterly safety and facility audits to ensure adherence to health and safety standards. - Oversee housekeeping and security services to ensure smooth operations. - Coordinate with vendors for office supplies, and other operational needs. - Maintain and audit vendor contracts periodically to ensure service quality. - HRMS and Compliance - Administer the HRMS system (KEKA) for all employee lifecycle processes, from recruitment to exit. - Ensure compliance with labour laws, POSH guidelines and internal HR policies. - Conduct audits to ensure documentation and processes meet regulatory standards. - HR Administrative Support - Draft HR letters including warnings, memos, circulars, policy updates, and other official communication. - Maintain structured digital filing on SharePoint, ensuring documents are updated, organized, and auditready. - Assist leadership with meeting coordination, scheduling, notetaking, follow-ups, and task tracking. - Support travel and logistics arrangements for employees, including hotel bookings and transportation when needed. - Provide daily HR administrative assistance, including promptly responding to employee queries and resolving concerns. - SKILLS AND QUALIFICATIONS - Proficiency in MS Office Suite (Word, Excel, PowerPoint). - Hands-on experience with HRMS tools like KEKA, including recruitment, payroll and exit processes. - Excellent communication, organisational and interpersonal skills. - Understanding of employment laws, statutory compliance (PF, ESIC) and regulatory frameworks. - Ability to handle sensitive information with confidentiality and professionalism. - Strong multitasking and time-management skills. - Ability to manage frontdesk responsibilities when required, ensuring professional communication and visitor handling. - ABOUT US Enigmasoft Technologiesis a forward-thinking IT and engineering solutions provider. Specialising in innovative, sustainable tech, the company helps businesses optimize operations and improve efficiency through tailored solutions. With a focus on both software and hardware engineering, Enigmasoft delivers high-quality, cutting-edge products across various industries, ensuring clients achieve their goals with advanced technology. The company's commitment to R&D ensures they stay at the forefront of technological advancements, driving progress and delivering excellence globally. Our Culture We Are Committed to a Professional and Supportive Environment with a Strong Focus on Work-Life Balance. Our Diverse Workplace Fosters Creativity and Innovation While Promoting a Healthy Gender Balance. Why you should join us Working At Enigmasoft Technologies Is Rewarding Join Us to Grow, Develop, And Be Part of an Incredible Journey Where You Can Take on Roles Beyond a Job Description. Employee Benefits - Insurance Benefits: Medical (Self, Spouse, And Children), Accidental Insurance - Leave Benefits: Sick, Casual, Floater, Privilege Leaves and Compensatory off - Retirement Benefits: PF Contribution, Leave Encashment - HOW TO APPLY Interested candidates can apply online at: https://enigma.keka.com/careers or share their profile at: [Confidential Information] Visit us at: www.enigma-tech.io