Assistant Human Resource Manager

Job Summary

We are looking for an experienced and organised Assistant to the HR Manager to support the HR Manager in managing day-to-day HR operations at our Chikhli manufacturing facility.

The role will involve handling HR operations, HRMS management, employee records, attendance and leave management, payroll coordination, recruitment support, onboarding, employee engagement and HR documentation.

The ideal candidate should have 45 years of relevant HR experience, strong hands-on knowledge of HRMS, and preferably experience working in an FMCG, manufacturing or plant environment.

Key Responsibilities

HR Operations

• Assist the HR Manager in managing day-to-day HR operations and employee-related activities.
• Maintain accurate and up-to-date employee records and documentation.
• Ensure smooth implementation of HR policies, processes and procedures.
• Handle employee queries related to HR policies, attendance, leave, payroll and other HR matters.
• Coordinate with various departments regarding employee-related requirements.
• Maintain confidentiality of employee and organisational information.

HRMS Management

• Manage and maintain employee information in the company's HRMS.
• Ensure accurate and timely updating of employee records, joining details, transfers, promotions and exits.
• Manage attendance, leave and employee-related data through the HRMS.
• Generate HRMS reports and MIS as required by the HR Manager and management.
• Identify and resolve discrepancies in HRMS data.
• Support implementation, configuration or process improvements related to HRMS.
• Coordinate with the HRMS/technology vendor whenever technical issues arise.

Attendance & Leave Management

• Monitor daily employee attendance and absenteeism.
• Maintain attendance records for employees and coordinate with department heads for discrepancies.
• Manage leave applications and maintain accurate leave balances.
• Prepare attendance-related reports for payroll processing.
• Track late coming, absenteeism and other attendance-related matters.
• Coordinate with the HR Manager on employee attendance issues.

Payroll Coordination

• Coordinate with Accounts/Finance for monthly payroll processing.
• Provide accurate attendance, leave, overtime, incentives and employee master data for payroll.
• Verify payroll inputs and identify discrepancies before processing.
• Maintain payroll-related documentation and records.
• Assist with employee salary and payroll-related queries.

Recruitment & Onboarding

• Support the HR Manager with recruitment activities for various plant and corporate positions.
• Coordinate with recruitment agencies and job portals where required.
• Screen candidates and schedule interviews.
• Coordinate interview processes with hiring managers.
• Prepare and maintain recruitment trackers.
• Coordinate documentation and joining formalities for new employees.
• Ensure timely completion of onboarding and induction processes.
• Maintain employee personnel files and joining documentation.

Employee Engagement & Relations

• Assist in organising employee engagement activities and events.
• Support the HR Manager in addressing employee concerns and grievances.
• Maintain positive employee relations across departments.
• Assist in conducting employee feedback and engagement initiatives.
• Support communication of HR policies, announcements and company initiatives.

Compliance & Documentation

• Maintain statutory and HR-related records and documentation.
• Assist the HR Manager in ensuring compliance with applicable labour and employment requirements.
• Maintain employee files, appointment letters, confirmations, transfers and exit documentation.
• Support internal HR audits and inspections.
• Coordinate with relevant departments for required statutory and employee records.

Performance Management

• Assist in coordinating performance appraisal and review processes.
• Maintain performance-related employee records.
• Follow up with department heads regarding appraisal documentation and timelines.
• Support confirmation and probation-related processes.

Exit & Full & Final Process

• Coordinate employee resignation and exit formalities.
• Conduct/coordinate exit interviews where required.
• Ensure completion of clearance and handover processes.
• Coordinate with Accounts for full and final settlement.
• Update employee separation details in the HRMS.
• Maintain accurate records of employee exits.

HR MIS & Reporting

Prepare regular HR reports and MIS covering:

• Headcount
• Attendance
• Absenteeism
• Attrition
• Recruitment status
• New joiners
• Employee exits
• Leave utilisation
• Payroll inputs
• Overtime
• HRMS data
• Employee movement

Provide accurate and timely reports to the HR Manager and management.

Required Qualifications

• Bachelor's degree in Human Resources, Business Administration, Commerce or a related field.
• MBA/PGDM in HR will be an advantage.
• 45 years of relevant HR experience.
• Strong hands-on experience with HRMS is mandatory.
• Good knowledge of HR operations and employee lifecycle management.
• Experience with attendance and leave management systems.
• Working knowledge of payroll coordination.
• Good knowledge of MS Excel and HR MIS.
• Strong communication and interpersonal skills.
• Good organisational and documentation skills.

Preferred Candidate Profile

• Candidates with experience in FMCG, food processing, manufacturing or plant HR will be preferred.
• Experience handling a large employee workforce will be an advantage.
• Should have strong practical knowledge of HRMS and HR operations.
• Should be comfortable working in an on-site manufacturing/plant environment.
• Should be able to independently manage routine HR activities while supporting the HR Manager on complex matters.
• Strong problem-solving and employee-handling skills.
• Candidates available to join within a short notice period will be preferred.

Key Performance Indicators

The successful candidate will be expected to contribute towards:

• Accurate and timely HRMS records
• Improved attendance and leave data accuracy
• Timely payroll inputs
• Efficient recruitment and onboarding
• Proper employee documentation
• Timely completion of HR processes
• Effective employee query resolution
• Accurate and timely HR MIS
• Smooth coordination between HR and other departments