Head Human Resource and Administration

Role Summary

We're looking for a Head HR & Administration to build Walbha's HR function from scratch — across a small but fast-growing corporate team in Noida and a factory workforce in Jhansi. This is a true 0-to-1 role: you'll design the policies, systems, and culture as much as you'll run day-to-day HR. You'll work closely with the Co-Founder and functional leads (sales, production, finance) to hire well, stay compliant, and build an organization that can scale. In addition to HR, the role owns two operational responsibilities: arranging trucks for timely, cost-effective despatch of finished goods (pellets and briquettes) to customers, and overseeing administration across the Noida office and the Jhansi plant.

Key Responsibilities

HR Foundations & Systems

• Build Walbha's core HR infrastructure from the ground up: employee handbook, policies, onboarding/offboarding process, and an HRIS suited to a lean, growing company
• Design org structure and reporting lines in partnership with the Co-Founder as the company scales

Recruitment & Talent

• Own end-to-end recruitment across functions — sales/business development, production, finance, and operations — including corporate roles in Noida and plant-level hiring in Jhansi
• Build sourcing channels and employer branding appropriate for both white-collar and factory-floor hiring
• Partner with functional leads to define role requirements and run structured interview processes

Payroll, Compliance & Employee Relations

• Manage payroll and statutory compliance (PF, ESI, labour law) across the Noida office and the Jhansi manufacturing facility, which carries different compliance obligations than a corporate office
• Handle employee relations and grievance resolution across both locations
• Maintain accurate employee records and ensure audit-readiness for labour compliance

Performance & Culture

• Design and roll out a performance management framework appropriate for a lean team
• Build compensation benchmarks for a growing manufacturing and trading business
• Shape and protect company culture across two very different work environments — a corporate office and a factory floor — as headcount grows post the Recykal investment

Despatch & Truck Logistics (Finished Goods)

• Arrange trucks for despatch of finished goods from the Jhansi plant (and partner/JV plants where required) as per the daily and weekly despatch plan agreed with sales and production
• Build and maintain a panel of reliable transporters, fleet owners and brokers on key routes, with back-up options for peak season and urgent orders
• Negotiate freight rates (per tonne / per trip) route-wise, benchmark them against the market regularly, and finalise rate contracts with approval of management
• Coordinate timely placement of the right vehicle size at the plant, loading as per order quantity, proper tarpaulin cover to protect material from rain and moisture, and avoidance of detention charges
• Ensure complete despatch documentation for every truck — tax invoice, e-way bill, LR/bilty, weighbridge slip and delivery challan — in coordination with accounts
• Track trucks in transit, keep customers informed of arrival, and resolve delays, short-delivery, quality/moisture and damage complaints, including transit insurance claims
• Collect proof of delivery (POD) and customer acknowledgements promptly and pass them to finance to support billing and collections
• Verify transporter bills against agreed rates, weighbridge records and PODs before payment; maintain a freight MIS (cost per tonne by route, on-time delivery, vehicle turnaround)
• Check vehicle and driver compliance before loading — valid RC, fitness, permit, insurance, PUC and driving licence

Administration

• Oversee general administration at the Noida office and the Jhansi plant — facilities, housekeeping, security, canteen, utilities, repairs and upkeep
• Manage purchase of office supplies, stationery, IT equipment, uniforms and PPE; handle admin vendors, contracts and AMCs
• Arrange travel, accommodation and guest house facilities for management, staff and visiting customers/investors
• Maintain a calendar of company licences, registrations, rent agreements and insurance policies (e.g., factory licence, pollution consents, fire NOC) and ensure timely renewal in coordination with the functions concerned
• Maintain the fixed asset register, company vehicles, mobile phones/SIMs and office records
• Prepare and control the admin budget and petty cash, with monthly reporting to management

Key Result Areas (KRAs)

Specific annual targets for each measure will be agreed with the Co-Founder at the time of joining and reviewed every year.

Key Result Area

Expected outcome

Indicative measures

HUMAN RESOURCES

Talent acquisition

Approved positions filled on time with the right people

Time-to-fill; offer-acceptance rate; 6-month retention of new hires

Payroll & statutory compliance

Accurate, on-time payroll and zero compliance lapses at Noida and Jhansi

Payroll on schedule; PF/ESI/other filings on due date; nil penalties or adverse inspection findings

HR systems & policies

Handbook, policies, HRIS and records in place and in use

Milestones completed as per agreed 0-to-1 plan; audit-ready employee files

Performance & retention

Fair appraisal process and a stable workforce

Appraisal cycle completed on time; attrition (plant and office); grievances closed within agreed time

DESPATCH & TRUCK LOGISTICS

Timely despatch

Trucks placed and loaded as per despatch plan; customers receive material on schedule

% trucks placed on planned date; on-time delivery %; orders missed for want of trucks

Freight cost

Competitive, documented freight rates on every route

Freight /tonne by route vs. budget and market; detention charges paid

Documentation & POD

Every truck leaves with complete papers; PODs reach finance quickly

Nil e-way bill/document lapses; POD received within agreed days of delivery

Transit losses & complaints

Material reaches the customer in full and in good condition

Short-delivery, moisture/damage complaints; claims settled; transporter bills verified before payment

ADMINISTRATION

Facilities & office services

Smooth, safe and well-maintained office and plant premises

Issues resolved within agreed time; internal user feedback

Licences, renewals & assets

No licence, registration, agreement or insurance lapses; assets accounted for

Renewals done before expiry; asset register reconciled periodically

Admin cost control

Admin spending within budget with clean petty-cash records

Admin cost vs. budget; monthly petty-cash reconciliation