HR & Admin

Job Description: HR & Administration Executive

Location: Goregaon East, Mumbai (Head Office)
Experience Required: 3 to 5 Years
Employment Type: Full-Time | Work from Office
Working Days: Monday to Friday
Working Hours: 9:30 AM 6:30 PM
Reporting To: Director

About the Company

The operates in the renewable energy and infrastructure sector, specialising in Engineering, Procurement and Construction (EPC) activities and land aggregation.

Our operations include Wind Turbine Generator (WTG) installation and commissioning, land acquisition, right-of-way management, 33kV transmission lines, solar energy projects, and Battery Energy Storage Systems (BESS).

Headquartered in Mumbai, EPIPL manages a workforce of approximately 150 employees across its corporate office and project sites in Maharashtra, Karnataka, Madhya Pradesh, and Andhra Pradesh.

About the Role

We are looking for a highly organised, proactive and hands-on HR & Administration Executive to independently manage our end-to-end human resources and administrative operations.

The selected candidate will be responsible for managing recruitment, onboarding, employee records, attendance, payroll processing, statutory compliance coordination, employee relations, office administration, site administration, vendor management, and workforce mobilization.

This is an individual contributor role with complete ownership of HR and Administration, reporting directly to the Director. There is no separate HR team or HR Head overseeing the function.

The ideal candidate must be comfortable managing both corporate employees and project-site personnel, coordinating with multiple stakeholders, resolving operational challenges independently, and ensuring timely completion of all HR and administrative activities.

We are particularly interested in professionals who have managed HR and administration in organisations with field employees, technicians, engineers, contractors, or geographically distributed project teams.

Key Roles & Responsibilities

1. Recruitment, Hiring & Employee Onboarding

• Independently manage the complete recruitment lifecycle for corporate and project-site positions, including sourcing, screening, interview coordination, selection, offer management, and reference checks.
• Coordinate with recruitment agencies, job portals, employee referrals, and internal stakeholders to fulfil manpower requirements.
• Support urgent hiring of site engineers, supervisors, technicians, and other project personnel during new project mobilisation.
• Complete all employee onboarding formalities, including document collection, KYC verification, appointment letters, PF enrolment, employee ID cards, and induction.
• Maintain recruitment trackers, employee joining records, and manpower deployment information.
• Coordinate replacements and handovers when employees resign or are transferred between projects.

2. Attendance, HRMS & Payroll Management

• Independently manage monthly HR operations for approximately 150 employees across corporate and project locations.
• Operate Zoho People and Zoho Payroll for corporate employees, including employee onboarding, attendance, leave records, payroll inputs, and employee database maintenance.
• Maintain accurate Excel-based attendance, payroll inputs, and employee records for approximately 120 site-based employees.
• Collect, consolidate, and verify attendance, leave, overtime, shift details, allowances, deductions, and employee movements from multiple project sites.
• Process monthly payroll for office employees through Zoho Payroll and coordinate payroll activities with the accounts team and compliance agency.
• Ensure accurate and timely salary processing, with salaries scheduled for release on the 10th of each month.
• Investigate and resolve salary discrepancies, attendance mismatches, leave adjustments, and payroll-related employee queries.
• Maintain updated employee master data, headcount trackers, personnel files, and records of payroll corrections.
• Ensure timely updating of employee records whenever new employees join or existing employees leave.

3. Statutory Compliance & Labour Law Coordination

• Coordinate statutory compliance activities covering Provident Fund (PF), Professional Tax (PT), gratuity, bonus, leave records, and other applicable employment-related obligations.
• Work closely with external compliance agencies, Chartered Accountants, and the internal accounts team to ensure accurate and timely statutory submissions.
• Independently verify payroll-related statutory calculations, challans, and supporting documentation.
• Maintain a statutory compliance calendar to track submission deadlines, renewals, filings, and regulatory requirements.
• Coordinate applicable salary TDS information with the accounts team.
• Maintain statutory registers, employee compliance records, and documentation required under applicable labour laws and Labour Codes.
• Coordinate Shops and Establishment compliance and contract labour documentation, wherever applicable.
• Manage employee additions, deletions, renewals, and claims coordination under Workmen's Compensation insurance.
• Coordinate POSH compliance, including Internal Committee administration, required records, and annual reporting.
• Ensure that all necessary employee, insurance, and statutory documents are available for client and site-level compliance verification.

4. Project-Site HR Compliance & Documentation

• Coordinate monthly HR compliance documentation for ongoing client projects, including P11 and P16.
• Collect and verify required employee records, attendance information, wage details, statutory challans, insurance records, and other compliance documents.
• Prepare accurate, complete, and timely compliance documentation for submission to the internal accounts team and relevant stakeholders.
• Maintain client-specific compliance checklists, submission schedules, and documented processes.
• Coordinate with site in-charges and internal teams to resolve missing or incorrect documentation.
• Ensure compliance submissions are completed within agreed timelines to prevent delays in client invoicing and payment processes.

5. Employee Relations, HR Policies & Retention

• Act as the primary point of contact for employee grievances, HR queries, workplace concerns, and administrative issues.
• Develop, implement, and maintain HR policies covering attendance, leave, travel, site allowances, employee conduct, disciplinary procedures, and separation.
• Coordinate employee performance appraisal processes with the Directors and maintain performance-related records.
• Monitor employee attrition, conduct exit interviews and employee retention discussions, and recommend corrective measures.
• Manage employee resignations, notice periods, handovers, clearance procedures, asset recovery, full-and-final settlement coordination, and relieving or experience letters.
• Maintain appropriate documentation for employee warnings, disciplinary actions, and grievance resolution.
• Support positive employee relations across corporate and remote project locations.

6. Corporate Office Administration & Vendor Management

• Independently manage day-to-day administration of the Mumbai head office, including housekeeping, security, utilities, office maintenance, stationery, pantry, and repairs.
• Identify, evaluate, negotiate with, and coordinate external vendors and service providers.
• Obtain and compare quotations for purchases and maintain vendor bills, service agreements, and Annual Maintenance Contracts (AMCs).
• Manage office and site purchases through Amazon Business, including order placement, delivery tracking, and inventory management.
• Maintain accurate asset registers for laptops, mobile phones, SIM cards, vehicles, equipment, and tools issued to employees.
• Coordinate travel and accommodation arrangements for Directors and employees, including flights, trains, hotels, and local transportation.
• Maintain petty cash records, administrative expense reports, and monthly expenditure tracking against budgets.
• Monitor renewal deadlines for rental agreements, insurance policies, vehicle documentation, registrations, and licences.
• Maintain organised digital and physical HR and administration records, official email communication, platform access records, and vendor contact directories.

7. Project-Site Administration & Workforce Mobilisation

• Coordinate administrative activities across project sites in Maharashtra, Karnataka, Madhya Pradesh, and Andhra Pradesh.
• Manage project-site guest houses and offices, including accommodation arrangements, rent agreements, caretakers, housekeeping, utilities, food, and maintenance.
• Handle workforce mobilisation requirements for engineers, supervisors, technicians, and other project personnel.
• Arrange travel, accommodation, food, local transportation, joining documentation, and insurance additions when employees are deployed to new sites.
• Develop and maintain reliable local vendor networks for accommodation, transportation, supplies, and other site requirements.
• Coordinate with site managers and supervisors to resolve employee welfare and operational administration issues.
• Undertake periodic visits to remote project locations for employee onboarding, HR audits, compliance verification, and administrative inspections.
• Respond proactively to urgent site-related requirements and independently coordinate practical solutions.

8. HR Reporting, Documentation & Operational Coordination

• Prepare monthly HR and Administration reports for the Directors.
• Track employee headcount, recruitment status, new joiners, resignations, attrition, payroll accuracy, and statutory compliance.
• Maintain reports on administrative spending, vendor performance, and unresolved operational issues.
• Establish and maintain standard operating procedures, checklists, and monthly activity calendars for recurring HR and administrative processes.
• Identify operational inefficiencies, recommend improvements, and ensure timely closure of outstanding HR and administration matters.

Candidate Requirements

Mandatory Qualifications & Experience

• 35 years of hands-on experience in a combined HR Generalist and Administration role.
• Practical experience managing HR operations for organisations with corporate and field/site-based employees.
• Hands-on working knowledge of both Zoho People and Zoho Payroll is mandatory.
• Proven experience preparing payroll inputs for 100+ employees, including attendance and salary data maintained on Excel.
• Working knowledge of PF and PT calculations, statutory processes, filing requirements, and coordination with compliance agencies or Chartered Accountants.
• Experience managing end-to-end recruitment for both office-based and field/site-based positions.
• Strong working knowledge of Microsoft Excel, including VLOOKUP/XLOOKUP, pivot tables, formulas, and data reconciliation.
• Experience independently handling office administration, vendor coordination, travel arrangements, and employee-related operational issues.
• Excellent written and verbal communication skills in English and Hindi.
• Strong organisational abilities, attention to detail, follow-up discipline, and problem-solving skills.
• Willingness to travel to remote project locations and stay in basic company guest houses when required.
• Ability to work independently, handle multiple priorities, and report directly to senior management.

Preferred Qualifications & Experience

• Previous experience in EPC, construction, infrastructure, engineering, power, or other project-based organisations.

• MBA/PGDM in Human Resources or Master of Social Work (MSW).

• Experience with multi-state Professional Tax, Labour Welfare Fund (LWF), and site-based statutory compliance.

• Familiarity with Workmen's Compensation insurance administration and POSH Internal Committee procedures.

• Experience handling employee and contractor documentation across multiple project locations.

• Working knowledge of Marathi or Kannada will be an added advantage.

Prior renewable energy industry experience or technical knowledge of renewable energy projects is not mandatory.

What Makes a Candidate Successful in This Role?

We are looking for someone who takes ownership, resolves issues, and gets things done rather than simply forwarding problems to senior management.

A successful candidate will demonstrate:

• Independent ownership: Ability to manage the complete HR and administration function without relying on a dedicated team.
• Problem-solving mindset: Ability to investigate issues, identify solutions, take corrective action, and communicate outcomes.
• Operational efficiency: Ability to meet payroll, compliance, recruitment, and project mobilisation deadlines consistently.
• Hands-on execution: Willingness to personally handle HRMS operations, payroll data, employee documentation, administrative tasks, and vendor follow-ups.
• Multi-location coordination: Ability to work effectively with office employees, site engineers, supervisors, technicians, vendors, and external agencies.
• Accountability and confidentiality: Professional handling of sensitive employee information, financial details, and organisational records.

Important Information for Applicants

This is a combined HR and Administration position, not a recruitment-only or HR-specialist role.

The successful candidate must be willing to independently handle recruitment, payroll, compliance, office administration, site administration, and employee coordination.

Candidates whose experience is limited exclusively to corporate recruitment, HR coordination, or outsourced HR management without direct operational involvement may not be suitable.

Work Location: Mumbai Head Office, with occasional travel to project locations.