Associate - HR & Admin

Job Description

Position: Associate - HR & Admin

Organization: Mati Carbon

Location: Gurugram

Employment Type: Full-time

About the Role

Mati Carbon is looking for an Associate HR & Admin to support day-to-day HR and administrative operations across the employee lifecycle. This role is central to ensuring smooth talent acquisition, HR operations, compliance, office administration, and employee travel management helping build a positive employee experience while enabling efficient business operations.

Key Responsibilities

1. Talent Acquisition

• Support end-to-end recruitment activities, from raising manpower requisitions to onboarding new hires.
• Coordinate with hiring managers to understand role requirements and work toward closing positions within defined timelines.
• Source and screen candidates through job portals, LinkedIn, recruitment agencies, and other channels.
• Coordinate interviews, candidate communication, salary discussions, offer issuance, and joining formalities.
• Maintain recruitment trackers and share regular hiring status updates.
• Help build and maintain a talent pipeline for critical and recurring positions.

2. HR Operations

• Support employee lifecycle activities, including onboarding, documentation, confirmation, transfers, promotions, and exits.
• Maintain accurate employee records on the HRMS (Keka).
• Address employee queries related to HR policies, attendance, leave, payroll, and benefits.
• Coordinate monthly payroll inputs with Finance, ensuring accuracy and timely submission.
• Support performance appraisal cycles, training coordination, employee engagement initiatives, and grievance handling.

3. HR Compliance

• Track and support timely compliance with applicable labour and employment regulations.
• Maintain statutory records and HR documentation.
• Coordinate with external consultants and support HR/statutory audits.

4. Administration

• Manage day-to-day office administration, including facilities, stationery, housekeeping, courier, and pantry requirements.
• Support office events, meetings, employee activities, and other administrative needs.
• Coordinate administrative invoices and payments with Finance.

5. Employee Travel Management

• Manage official travel arrangements for employees, including flights/trains, hotels, local transportation, and airport transfers.
• Coordinate travel approvals, ensuring compliance with company travel policy and budgets.
• Handle travel changes, cancellations, rescheduling, refunds, and related employee queries.
• Coordinate with travel agencies, hotels, and other vendors for timely, cost-effective arrangements.
• Maintain travel records and coordinate travel-related invoices, advances, and reimbursements.

6. HR MIS & Process Improvement

• Prepare HR MIS covering headcount, recruitment, attendance, attrition, leave, payroll, and other HR metrics.
• Support the implementation and improvement of HR policies, processes, and SOPs.
• Identify opportunities to improve HR and administrative efficiency.

Key Skills & Qualifications

• Bachelor's degree in HR, Business Administration, Commerce, or a related field; MBA/PGDM in HR preferred.
• 3 –7 years of experience in HR Operations, Talent Acquisition, Administration, or a similar role.
• Working knowledge of HR processes, labour compliance, and employee lifecycle management.
• Familiarity with Keka or other HRMS platforms preferred.
• Good coordination and stakeholder-management skills.
• Strong communication, organizational, and problem-solving skills.
• Proficiency in MS Excel/Google Sheets and reporting.
• Ability to manage multiple priorities and maintain confidentiality.
• Exposure to employee travel and vendor management is an advantage.

Key Performance Areas

• Timely closure of recruitment requirements
• Quality of hires and talent pipeline
• Smooth employee onboarding and HR operations
• Payroll accuracy and HR compliance
• Employee query resolution and engagement
• Effective office administration
• Timely, cost-effective employee travel arrangements
• Accuracy of HR records and MIS
• Vendor and stakeholder management
• Continuous improvement of HR & Admin processes