Assistant Manager HR Operations & Administration

Role Overview

We are looking for a highly organized, detail-oriented, and proactive Assistant Manager HR Operations & Administration to manage and oversee key HR operational processes along with administrative activities across the organization.

The role will be responsible for ensuring smooth execution of Payroll, HRIS/HRMS management, employee lifecycle processes, HR data management, compliance support, and administrative/vendor management activities.

The ideal candidate should have strong experience in HR Operations and Administration, excellent stakeholder management skills, and the ability to work effectively with internal teams, employees, management, and external vendors.

Key Responsibilities

1. HR Operations

Payroll Management

• Manage and coordinate the complete monthly payroll process in collaboration with Finance and relevant stakeholders.
• Ensure accurate collection and validation of attendance, leave, salary revisions, incentives, reimbursements, deductions, and other payroll-related inputs.
• Coordinate with payroll vendors, Finance, and internal teams to ensure timely and accurate salary processing.
• Address employee queries related to salary, deductions, reimbursements, and payroll.
• Ensure payroll records and documentation are maintained accurately and confidentially.
• Support statutory and compliance-related payroll requirements.

HRIS & HRMS Management

• Manage and maintain employee data on the organization's HRIS/HRMS platform.
• Ensure accurate employee information, including onboarding details, employee records, reporting structures, attendance, leave, and other HR data.
• Coordinate with HRMS/HRIS vendors for system-related issues, enhancements, and process improvements.
• Monitor data accuracy and ensure regular audits of HRMS records.
• Support implementation of new HR modules, processes, and automation initiatives.
• Generate HR reports and dashboards from the HRMS as required by management.
• Train and support employees and managers in using HRMS systems and processes.

Employee Lifecycle Management

• Oversee HR operational activities across the employee lifecycle, including:
• Joining and onboarding documentation
• Employee data management
• Confirmation processes
• Transfers and internal movements
• Salary revisions and promotions
• Employee exits and separation documentation
• Ensure all employee records and HR documentation are updated accurately and maintained as per company policies.

HR Operations & Process Improvement

• Develop, implement, and continuously improve HR operational processes and SOPs.
• Identify opportunities for automation and process efficiency.
• Ensure timely completion of HR operational activities and adherence to defined timelines.
• Support HR audits and provide necessary documentation and reports.
• Maintain confidentiality and ensure proper handling of employee information.

2. Administration & Vendor Management

Administrative Operations

• Oversee day-to-day administrative operations to ensure smooth functioning of the office.
• Coordinate with internal teams to address administrative requirements and operational needs.
• Support office infrastructure, facilities, and workplace management activities.
• Ensure administrative processes are efficient, cost-effective, and aligned with company policies.

Vendor Management

• Act as the primary point of contact for vendors related to administrative and facility requirements.
• Coordinate with vendors for services including office facilities, housekeeping, security, transport, maintenance, supplies, and other administrative requirements.
• Monitor vendor performance and ensure services are delivered as per agreed standards.
• Coordinate vendor contracts, renewals, invoices, and payment-related documentation.
• Work closely with Finance and internal stakeholders for timely processing of vendor payments.
• Negotiate and manage vendor relationships to ensure quality service and cost efficiency.
• Maintain proper records of vendor agreements, invoices, and service-related documentation.

Facilities & Office Management

• Ensure smooth functioning of office facilities and infrastructure.
• Coordinate maintenance and repair requirements with relevant vendors.
• Monitor office supplies and administrative inventory.
• Support workplace safety, security, and general office administration.
• Handle administrative escalations and ensure timely resolution of operational issues.

Key Skills & Competencies

• Strong knowledge of HR Operations and Employee Lifecycle Management
• Hands-on experience in Payroll Management
• Experience working with HRIS and HRMS platforms
• Strong understanding of attendance and leave management systems
• Vendor and stakeholder management experience
• Good knowledge of HR documentation and operational processes
• Strong analytical and reporting skills
• Excellent communication and interpersonal skills
• High attention to detail and accuracy
• Strong problem-solving and coordination abilities
• Ability to manage multiple priorities and stakeholders

Qualifications

• Bachelor's degree in Human Resources, Business Administration, Management, or a related field
• MBA/PGDM in Human Resources or a relevant specialization will be preferred.

Experience

5-8 years of relevant experience in:

• HR Operations
• Payroll Management
• HRIS/HRMS Administration
• Employee Lifecycle Management
• Administration and Facilities Management
• Vendor Management

Experience in managing both HR Operations and Administration will be highly preferred.

What We Are Looking For

We are looking for a proactive HR Operations professional who can take ownership of critical HR systems and processes while also effectively managing administrative operations and external vendors.

The successful candidate will play an important role in ensuring smooth employee operations, accurate payroll and HR data management, efficient HRMS processes, and seamless day-to-day administrative support across the organization.