Admin & HR Executive(Fresh Produce)

Job Summary

The Admin & HR Assistant will be responsible for coordinating routine office administration and supporting HR functions, including employee attendance, leave management, recruitment coordination, employee documentation, payroll inputs, and general office and operational support. The role requires good organizational skills, attention to detail, confidentiality, and the ability to coordinate with employees, supervisors, vendors, and management.

Key Responsibilities

1. Human Resources (HR)

• Maintain employee records, personal files, joining documents, and HR databases.
• Coordinate recruitment activities, including job postings, interview scheduling, candidate communication, and follow-ups.
• Assist with employee onboarding, joining formalities, and induction.
• Maintain daily attendance, leave records, overtime details, and employee working-hour reports.
• Collect and verify monthly attendance and other relevant information for payroll processing.
• Coordinate with employees and supervisors regarding attendance discrepancies, leave requests, and HR-related queries.
• Assist in preparing appointment letters, offer letters, confirmation letters, experience letters, and other HR documents as authorized.
• Track employee probation periods, confirmations, and employee exits.
• Support employee engagement activities and internal communication.
• Assist in maintaining HR documentation and records related to applicable labour laws and statutory compliance.

2. Administration & Office Management

• Manage day-to-day office administration and ensure smooth office operations.
• Maintain files, registers, records, correspondence, and other administrative documents.
• Coordinate office supplies, stationery, housekeeping, and general facility requirements.
• Handle incoming calls, emails, visitors, and routine correspondence professionally.
• Coordinate with vendors and service providers for office-related requirements.
• Maintain records of office expenses, bills, invoices, and supporting documents.
• Assist in travel arrangements, meetings, and scheduling as required.
• Ensure proper documentation, filing, and timely submission of administrative reports.

3. Fresh Produce Operations Support

• Coordinate with farm supervisors, warehouse staff, packing teams, drivers, and other operational personnel for administrative requirements.
• Maintain employee attendance and manpower records for farm, packing, warehouse, and other operational locations, as applicable.
• Assist in maintaining records of staff deployment, shift.
• Coordinate with operations teams to collect daily reports and other required information.
• Support documentation related to dispatches, vehicle records, delivery schedules, and operational coordination, as assigned.
• Help ensure timely communication between office administration and field or operational teams.

4. Reporting & Coordination

• Prepare daily, weekly, and monthly attendance and administrative reports.
• Update employee databases and maintain accurate, organized records.
• Coordinate with accounts and finance teams for payroll inputs, reimbursements, bills, and expense documentation.
• Follow up on pending documents, approvals, and administrative tasks.
• Perform other administrative and HR responsibilities assigned by management.

Required Qualifications

• Graduate in Business Administration, Human Resources, Commerce, or a related field.
• 24 years of experience in administration, HR assistance, or office coordination
• Basic understanding of HR processes, employee documentation, attendance, and payroll inputs.
• Proficiency in MS Office, particularly Excel, Word, and email.
• Familiarity with HRMS, attendance systems, or payroll software will be an advantage.
• Experience in agriculture, fresh produce, food processing, warehousing, or a related operational environment will be preferred.

Required Skills & Competencies

• Strong organizational and time-management skills.
• Good verbal and written communication skills.
• Attention to detail and accuracy in maintaining records.
• Ability to coordinate effectively with employees, supervisors, vendors, and management.
• Good follow-up skills and a practical, problem-solving attitude.
• Ability to handle confidential employee and company information responsibly.
• Willingness to work in a fast-paced operational environment.
• Basic proficiency in English, Hindi, and Marathi will be an advantage.