Executive or Senior Executive HR Operations & Administration

About the Role:-

We are looking for a smart, proactive and hands-on Admin & HR Operations Executive who can independently manage day-to-day administration, employee coordination, reporting, recruitment portals, employee engagement and basic IT support.
This is a multi-functional role suited for someone who enjoys taking ownership, solving day-to-day operational issues and working closely with employees and management.
Approximately 20% of the role will involve recruitment-related activities, while the remaining responsibilities will focus on administration, HR operations, reporting, job portals, employee engagement, coordination and digital/creative activities.

Key Responsibilities:-

1. Reporting & Data Management

• Prepare and maintain daily, weekly and periodic operational reports.
• Manage Naukri reports, recruitment-related reports and internal MIS/data.
• Maintain and update information accurately and ensure timely submission of reports.
• Work extensively on MS Excel, Word, PowerPoint and other MS Office applications.
• Maintain proper records and ensure accuracy and confidentiality of company data.

2. Attendance & HR Operations

• Manage employee attendance, leave records and related updates.
• Maintain attendance records through relevant applications and portals.
• Coordinate with employees and reporting managers for attendance and leave-related information.
• Support routine HR operational activities and employee documentation.

3. Naukri & Recruitment Portals

• Manage the company's Naukri.com account and other recruitment/job portals.
• Monitor and update Naukri quotas, CV database access and job posting utilisation.
• Coordinate job postings and portal-related requirements with recruitment teams.
• Maintain candidate and recruitment-related data in the ATS (Applicant Tracking System).
• Track portal usage and ensure optimum utilisation of available subscriptions and resources.

4. Social Media & Creative Responsibilities

• Manage and regularly update the company's LinkedIn page and other social media platforms.

• Create professional and engaging company posts and content.
• Design creatives for:
  Social media posts
  Employee announcements
  Festivals and special occasions
  Internal communications
  Recruitment campaigns
  Company events
• Should have good working knowledge of Canva and a creative approach towards digital communication.

5. Employee Engagement

• Plan and execute employee engagement activities.
• Take ownership of making Fridays interactive, engaging and enjoyable through creative activities.
• Suggest new ideas to improve workplace participation and employee engagement.
• Coordinate celebrations, team activities and internal events.

6. Recruitment Support & Training

• Coordinate recruitment-related training sessions and internal activities.
• Assist in organising recruiter training and knowledge-sharing sessions.
• Have a basic understanding of the recruitment lifecycle and recruitment industry.
• Support the recruitment team whenever required.

Recruitment-related work will constitute approximately 20% of this position.

7. Client Meeting & Schedule Coordination

• Coordinate client meetings between management, Business Development teams and clients.
• Assist in planning and maintaining meeting schedules.
• Coordinate arrangements for Mumbai, Bengaluru and other outstation client meetings.
• Maintain meeting calendars, reminders and required follow-ups.
• Working knowledge of Microsoft Outlook and calendar management is essential.

8. New Joinee & Basic IT Coordination

• Ensure systems, phones and other necessary equipment are ready for new employees before or at the time of joining.
• Coordinate laptops/desktops, phones, accessories and other basic IT requirements.
• Handle Outlook installation, configuration and email setup for employees.
• Provide basic first-level assistance for:
  Email/Outlook issues
  Systems and desktops
  Phones
  Office software
  Basic technology-related requirements
• Coordinate with external IT support/vendors whenever necessary.

9. Employee Grievances & Office Support

• Act as a coordination point for day-to-day employee administrative issues.
• Handle employee concerns relating to:
  Systems
  Phones
  Software
  Seating/workstation requirements
  Office facilities
  Other administrative matters
• Follow through on issues until appropriate resolution.
  

10. Vendor & Office Coordination

• Coordinate with office vendors for consumables and regular requirements.
• Coordinate with Chai Point and other relevant vendors regarding supplies, machine-related concerns and service requirements.
• Follow up on availability and timely delivery of office consumables.
• Ensure routine office requirements are managed without disruption.
• Maintain appropriate coordination with external service providers and vendors.

11. Backup & Additional Responsibilities

• Act as a backup for other Administration/HR Operations team members whenever required.
• Be capable of handling essential responsibilities during the absence of a team member to ensure continuity of operations.
• Take ownership of additional administrative and operational responsibilities assigned from time to time.

The ideal candidate should be:-

• Proactive, responsible and highly organised
• Creative and willing to bring new ideas
• Comfortable working independently with minimum supervision
• Quick to learn new applications, portals and processes
• Strong in coordination and follow-up
• Able to manage multiple priorities simultaneously
• Detail-oriented with good data management skills
• Confident in interacting with employees, senior management, clients and vendors
• Solution-oriented with a strong sense of ownership
• Professional in communication and workplace conduct

Required Skills:-

• Strong knowledge of MS Excel & MS Office
• Good knowledge of Naukri.com and recruitment/job portals
• Basic knowledge of ATS / recruitment management systems
• Good working knowledge of Microsoft Outlook
• Working knowledge of Canva
• Social media / LinkedIn page management
• Attendance and leave management
• MIS and reporting
• Administrative coordination
• Vendor management
• Employee engagement
• Basic IT troubleshooting and coordination
• Good written and verbal communication skills

Preferred Experience:-

• 2-5 years of experience in Administration, HR Operations, Recruitment Coordination or a similar multi-functional role.
• Candidates from a Recruitment Consultancy, Executive Search, Staffing or HR Consulting company will be preferred.
• Previous exposure to Naukri.com, recruitment portals and recruitment operations will be an advantage.

What We Are Looking For:-
This position is not limited to routine administration. We are looking for someone who can take complete ownership of assigned responsibilities, anticipate requirements, follow up proactively and contribute ideas to improve internal operations and employee engagement.
A candidate who is comfortable combining Administration + HR Operations + Recruitment Coordination + Reporting + Digital/Creative responsibilities would be the best fit for this role.