Human Resource Executive

Job Description HR & Admin Executive (Head Office Bhopal)

Department: Human Resources & Administration
Experience: 3–5 Years
Location: Bhopal, Madhya Pradesh
Industry Preference: Manufacturing / FMCG / Chemical / Allied Industries
Reporting To: Head – Human Resources / Senior Management

Job Purpose

To manage HR operations and administrative activities for the Bhopal office, ensuring effective coordination with senior management and directors, timely recruitment of personnel, smooth onboarding of new employees, and efficient implementation of HR policies and administrative processes.

Key Responsibilities

1. HR Operations & Management Coordination

• Coordinate with senior management, directors, and departmental heads on HR-related matters, employee requirements, and organizational priorities.
• Handle day-to-day HR operations at the head office and ensure adherence to company policies and procedures.
• Prepare HR reports, employee data, MIS, and other information required by management.
• Maintain employee records, HR documentation, personnel files, and confidential information.
• Coordinate employee-related communications, approvals, and documentation with relevant departments.

2. Recruitment & Talent Acquisition

• Manage the end-to-end recruitment process for sales personnel, Head Office office staff, and other employee categories for the Bhopal unit and assigned locations.
• Coordinate with departmental heads and management to understand manpower requirements and finalize job specifications.
• Source candidates through job portals, professional networks, employee referrals, consultants, and other recruitment channels.
• Screen CVs, conduct preliminary interviews, schedule management interviews, and coordinate candidate evaluations.
• Manage offer rollouts, salary discussions within approved limits, candidate follow-ups, and joining formalities.
• Maintain recruitment trackers, hiring status reports, and manpower records.

3. Employee Onboarding & Lifecycle Management

• Manage joining formalities, documentation, employee verification, and induction of new employees.
• Coordinate the issuance of offer letters, appointment letters, employee ID creation, and other joining-related documents.
• Ensure timely completion of employee documentation, HRIS/ESS registration, and introduction to company policies.
• Coordinate probation reviews, confirmation processes, employee transfers, and separation formalities.
• Maintain accurate employee master data and personnel records.

4. HR Administration & Employee Support

• Handle day-to-day administrative activities for the Bhopal office, including office maintenance, housekeeping, stationery, supplies, and general facilities.
• Coordinate with vendors and service providers for office-related requirements and ensure timely resolution of administrative issues.
• Monitor attendance, leave records, employee queries, and other routine HR matters.
• Coordinate travel arrangements, meetings, visitor management, and other administrative support for management, as required.
• Ensure proper documentation and control of office-related expenses in coordination with the Accounts/Finance team.
• Support employee engagement initiatives and maintain a professional and productive workplace.

5. Payroll & Statutory Coordination

• Coordinate with the payroll/accounts team for monthly payroll inputs, attendance, leave data, new joiners, and employee separations.
• Assist in maintaining employee records and documentation related to applicable statutory compliances.
• Coordinate PF, ESIC, and other employment-related documentation with the concerned internal team or service provider, as applicable.
• Ensure timely submission of HR-related information and support internal audits or compliance reviews.

6. Reporting & Process Improvement

• Prepare periodic reports on recruitment, headcount, joining status, employee movements, and HR operations.
• Maintain trackers for manpower requisitions, candidate pipelines, onboarding, and administrative expenses.
• Identify opportunities to improve HR processes, documentation, and administrative efficiency.
• Ensure confidentiality, accuracy, and timely completion of assigned responsibilities.

Required Qualifications & Experience

• Graduate in any discipline; MBA/PGDM in Human Resources will be preferred.
• 3–5 years of relevant experience in HR operations, recruitment, and administration.
• Prior experience working at a corporate office, head office, or centralized HR function.
• Experience in a manufacturing, FMCG, chemical, or allied industry will be preferred.
• Experience in recruiting sales employees and managing hiring for multiple departments will be an advantage.
• Working knowledge of MS Office, Excel, HRIS/HRMS, and recruitment portals.

Required Skills & Competencies

• Strong communication and interpersonal skills.
• Ability to coordinate professionally with directors, senior management, and departmental heads.
• Good recruitment, candidate assessment, and negotiation skills.
• Strong organizational, coordination, and follow-up abilities.
• Ability to handle confidential information with discretion.
• Proficiency in MS Excel, HR reporting, and documentation.
• Practical understanding of HR policies, employee lifecycle processes, and office administration.
• Ability to manage multiple priorities independently and work in a deadline-driven environment.