HR Associate

About Optimite

Optimite is the Email Ops-as-a-Service partner for high-growth eCommerce brands and agencies. We fully manage email strategy, copy, design, development, QA, and reporting - so our clients can step out of the inbox and scale faster. Trusted by over 500 teams globally, we deliver fast, conversion-focused email systems built on Figma and executed in 48 hours or less.

Team

With a mission to become the World's No. 1 Email Marketing Agency, we're scaling at hyper-growth. Our founders, Nishant and Sushant Yadav, launched Optimite in 2019 and have since partnered with the largest Shopify brands and digital agencies across the US and Europe.

Location: India (Remote)

Work Timings: 10am - 7pm IST.

Note:Only shortlisted candidates will be contacted

About the Role

We're looking for a proactive HR Associate who can keep Optimite's people engine running with precision, empathy, and accountability.

You'll ensure 100% message acknowledgment, daily task closure, and flawless hiring coordination while helping build a strong employer brand and culture that makes Optimite one of the best places to work. Half of your role will focus on talent acquisition and employer branding, and the other half on communication, compliance, and culture tracking. You'll be the operational backbone for the HR Manager, ensuring everything runs smoothly, on time, and with total visibility across the company.

Key Responsibilities:
1. Recruitment & Employer Branding (50%)

• Source, screen, and schedule candidates across multiple job portals.
• Shortlist candidates within 2 days of JD posting and coordinate interviews seamlessly.
• Follow up with all interviewers for submi feedback within 24 hours.
• Ensure 100% feedback collection from all candidates, maintaining at least 95% positive feedback.
• Maintain dashboards tracking hiring velocity, offer acceptance rate, and source performance.
• Partner with the HR Manager to execute internal job promotions monthly and highlight internal growth stories.
• Develop and manage Optimite's employer brand presence across platforms (LinkedIn, Instahyre, Naukri, etc.) to attract top talent.
• Build and maintain proactive candidate pipelines for all current and future roles, ensuring a ready pool of qualified profiles to immediately leverage in case of backouts or new openings.

What success looks like:

• Time-to-shortlist 2 days.
• Candidate feedback positivity 95%.
• +25% monthly growth in qualified applicants.

2. Communication & Task Tracking (25%)

• Ensure 100% message acknowledgment across departments within SLA ( 30 minutes during working hours).
• Track and follow up on all assigned HR tasks daily using ClickUp.
• Maintain day-end completion of all communication-linked deliverables and prepare concise daily updates for the HR Manager.
• Support the Heads of Department in tracking tasks, ensuring full visibility and accountability.

What success looks like:

• 100% acknowledgment compliance.
• 95% daily task completion rate.
• Zero delayed escalations beyond 24 hours.

3. Culture, Feedback & Engagement (15%)

• Run monthly pulse surveys and collate insights for the Founders' Office.
• Research and plan team engagement activities, buddy systems, and internal recognition programs.
• Track and report participation, engagement, and eNPS trends.
• Maintain a continuous feedback loop, collecting input from employees and candidates to improve culture and experience.

What success looks like:

• Engagement ritual delivery 95%.
• Team participation 75%.
• Positive eNPS and retention trend quarter-over-quarter.

4. Onboarding & Compliance (10%)

• Ensure every candidate is warm, well-informed, and joins the Day-1 call on time.
• Coordinate with the HR Manager and reporting manager to ensure all onboarding tasks are created and tracked in ClickUp.
• Makes sure 100% onboarding task closure on ClickUp by the end of Day 1.
• Maintain compliance by ensuring all HR checklists, documentation, and acknowledgments are submitted accurately.

What success looks like:

• Day-1 ClickUp task closure 100%.
• New hire attendance and engagement 100%.
• Compliance accuracy 100%.

5. Reporting & Analytics

• Maintain updated hiring, onboarding, and engagement data in ClickUp and Sheets.
• Prepare weekly and monthly HR performance and culture reports with the HR Manager
• Present insights and recommendations for process improvement and culture building.

What success looks like:

• 100% reporting accuracy.
• Weekly report delivery by Friday EOD.
• Zero data errors or mismatches.

What Success Looks Like

• All communications acknowledged and tracked within SLA.
• 100% onboarding task closure on ClickUp by Day 1.
• Predictable hiring and error-free coordination.
• 95% + positive feedback from candidates and employees.
• Continuous improvement in engagement and employer branding metrics.
• Optimite consistently represented as a "Best Place to Work" across platforms.

Requirements

• 1–2 years of experience in HR coordination, recruitment, or operations.
• Strong communication and follow-up discipline.
• Expertise in Hiring for Advertising and Media roles.
• Hands-on experience with ClickUp, Asana, or similar tools.
• Familiarity with LinkedIn, Instahyre, or Naukri sourcing tools.
• Data-driven mindset with high attention to detail.
• Proactive, ownership-oriented, and comfortable in a fast-paced setup.

Nice to Have

• Startup or agency experience.
• Experience in HR analytics, culture, or engagement initiatives.
• Understanding of employer branding and internal communications.

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