HR Operation

Role Summary

The HR Operations Specialist/Executive is responsible for the efficient, accurate, and compliant administration of the entire employee lifecycle, with a critical focus on end-to-end payroll processing, statutory compliance, and flawless execution of HR policies. This role is the backbone of HR administrative excellence, directly impacting employee trust and the organization's legal standing.

Key Responsibilities

1. End-to-End Payroll Management (Primary Focus)

2. Input Management: Collect, validate, and process all monthly payroll inputs, including attendance records, leave details (LWP/LOP), overtime, incentives, bonuses, and reimbursements.

3. Processing & Calculation: Execute the end-to-end payroll cycle, ensuring accurate calculation of Gross Pay, statutory and non-statutory deductions, and Net Payable salary.
4. Disbursement & Reporting: Coordinate with Finance for timely salary disbursement and manage the preparation of bank advice/statements.
5. Compliance & Remittance: Ensure all payroll-related statutory contributions and remittances (TDS, PF, ESI, Professional Tax) are calculated correctly, deducted, and deposited with the respective government authorities on time.
6. F&F Settlement: Manage the calculation and coordination of the Full and Final (F&F) settlement process, along with all related documentation, for exiting employees.

7. Query Resolution: Handle and resolve all employee queries related to salary, deductions, and payslips with professionalism and transparency.

8. Recruitment & Onboarding Administration

9. Interview Logistics: Coordinate interview schedules with internal stakeholders (HODs/TA team) and candidates, including scheduling of technical/aptitude tests (Excel Test, Word Test, etc.).

10. Pre-Employment Checks: Initiate and follow up on the Background Verification (BGC) process for all selected candidates.
11. Offer & Joining Formalities: Prepare and issue all pre-employment documents, including Offer Letters and Appointment Letters.

12. Onboarding Setup: Manage the entire physical and systemic setup for new joiners, including:

13. Arranging the Welcome Kit (Bank forms, Stationery, Food Coupons).

14. Coordinating for Sim Card, ID Card, Desktop/Laptop, email IDs, and seating arrangements.

15. Creating and maintaining Employee Files (hard and soft copies).

16. Induction & Orientation: Conduct employee orientation, manage the coordination for the orientation plan/training programs, and facilitate the onboarding of employees in Spine HRMS.

17. Post-Onboarding: Inform other branches for the activation of employee codes and send scanned documents of other branch employees to branch HR.

18. Documentation, Policy & Statutory Compliance

19. Policy Implementation: Assist in the policy making and implementation process. Draft and implement changes in existing Policies or SOP's related to HR Operations as needed.

20. Legal Documentation: Create and customize various employee documents, including Confirmation Letters, employee agreements, warnings, and Memo letters.
21. JD & Performance: Manage the preparation and revision of Job Descriptions (JDs) and handle the documentation for the review of employee performance (confirmation or extension of probation).

22. Statutory Compliance: Ensure overall Statutory compliance with all labour-related activities and timely submissions.

23. Employee Relations & Welfare.

24. Communication: Communicate with HODs to gather working information and coordinate with existing/new employees for surveys/complaints.

25. Grievance & Conflict: Coordinate with management regarding any employee grievances and their solutions. Provide mediation or conflict resolution support when necessary.
26. Engagement: Plan and execute various employee engagement activities within the allocated budget, and encourage team building.

27. Attendance & Discipline: Monitor employee attendance on a weekly basis and issue letters for any indisciplinary behaviour.

28. Benefits & Administration.

29. Insurance Management: Handle end-to-end administration of employee insurance, including claims settlement, renewal negotiation, member addition, and deletion.

30. Outstation Coordination: Follow up with the Admin team for the stay/guest house arrangements of outstation employees.

Qualifications and Skills

• Education: Bachelor's degree in Human Resources, Business Administration, or a related field.
• Experience: 8-15 years of experience in HR Operations, with demonstrated expertise in payroll management.
• Technical Skills: High proficiency in MS Office Suite (especially advanced Excel for payroll reporting/validation). Experience with HRMS/HRIS systems is mandatory.
• Core Competencies: Strong knowledge of Statutory Compliance (PF, ESI, TDS, Labour Laws), exceptional attention to detail, strong written and verbal communication, and proven capability in maintaining confidentiality.