Human Resources and Office Administration Manager

About the company

A leading global technology, defence and engineering group with diverse business interests across Aerospace, Defence & Public Security, Urban Solutions & Satcom etc., The company has recently established its subsidiary operations in India and is focused on building and expanding its presence across multiple business lines in the Indian market. This offers an exciting opportunity to be part of its growth journey and contribute to developing its India operations as the business scales.

About the Role

The HR Manager & Office Assistant is a dual-function role responsible for managing the full spectrum of Human Resources activities while providing comprehensive administrative and office support. This position plays a critical role in ensuring effective people management, compliance with employment legislation, smooth office operations, and a professional, well-organized working environment. The role combines strategic HR leadership with hands-on office administration and coordination.

Human Resources Management Responsibilities

Workforce Planning & HR Advisory

• Support management in workforce planning, manpower forecasting, budgeting and costs tracking succession planning and organizational structuring.
• Provide guidance to management and employees on HR policies, ethical practices, and governance standards.

Recruitment & Onboarding

• Manage the full recruitment lifecycle, including manpower requisitions, job postings, rsum screening, interviews, and offer management.
• Manage onboarding formalities for new hires, including, background checks (where required), pre-employment medical check-up, work setup, orientation and induction programmes.
• Manage recruitment of outsourced staff for projects as required.
• Maintain accurate and up-to-date employee records and employment contracts.

Employee Relations & Engagement

• Serve as the primary point of contact for all HR-related employee enquiries.
• Handle employee grievances, disciplinary matters, and conflict resolution in a professional and confidential manner.
• Support and promote employee engagement initiatives to foster a positive and inclusive workplace culture.

Performance Management

• Administer the performance management framework, including goal setting, performance reviews, and feedback cycles.
• Support managers in the implementation of performance improvement plans (PIPs) and employee development initiatives.
• Track and analyse performance outcomes to support talent retention and succession planning.

Compensation & Benefits Administration

• Coordinate with the external payroll vendor to ensure accurate and timely payroll processing.
• Prepare and validate payroll input data (e.g., attendance, leaves, new hires, exits, salary changes, allowances, claims).
• Review payroll outputs from the vendor, including payslips, reports, and statutory calculations for accuracy.
• Liaise with Finance and the vendor to resolve payroll discrepancies or issues.
• Manage payroll documentation and maintain proper records
• Respond to employee payroll queries and provide clarifications on payslips, deductions, and benefits.
• Administer employee benefits, including leave management, insurances, claims, and statutory contributions.

Compliance & HR Governance

• Develop, implement, and maintain HR policies and procedures in compliance with applicable labour laws, regulations, and internal standards.
• Support internal and external audits by maintaining proper documentation and ensuring audit readiness.
• Manage statutory compliance requirements, including filings, reporting, and record-keeping.
• Identify compliance risks and recommend corrective actions to mitigate potential issues.
• Drive awareness and training on compliance, code of conduct, and corporate governance requirements.

Training & Development

• Identify employee training needs and coordinate internal or external training programmes. Maintain training records and support skills development, career progression, and succession planning initiatives.
• Manage training budgets and track learning participation and outcomes.

Office Assistant / Administrative Responsibilities

Office Administration & Operations

• Oversee daily office operations to ensure an efficient, organised, and professional working environment.
• Manage office supplies, inventory, stationery, and pantry stock.
• Coordinate office maintenance and liaise with vendors and service providers (cleaning, IT support, repairs, etc.).
• Process invoices and coordinate submissions for payment.
• Liaise with HR and administrative vendors (e.g. payroll providers, outsourced services, PRO services).
• Organise company events, staff activities, and internal functions.
• Prepare official correspondence, letters, and internal memos.
• Provide administrative support and handle ad hoc duties as required.

Documentation Records & Reporting

• Maintain systematic filing and record-keeping systems for HR and general office documentation (both physical and electronic).
• Handle incoming and outgoing correspondence, emails, and courier services.
• Prepare reports, letters, and documentation in support of management and operational needsPrepare HR-related reports and submissions for management, HR, Finance, General Manager, and parent office as required
• Maintain all company and employee records with strict confidentiality.

Front Desk & Coordination

• Act as the first point of contact for visitors, vendors, and external partners.
• Support meeting coordination, meeting room bookings, and internal events.
• Provide administrative and coordination support to management and other departments as required.

Travel & Logistics Support

• Coordinate travel arrangements, accommodations, and expense documentation for staff and management.
• Assist in organising office events, staff functions, and company activities.
• Support visa applications and the renewal of licenses and statutory certificates.

Required Qualifications & Experience

• Bachelors degree in Human Resources, Business Administration, or a related discipline.
• Minimum 57 years of relevant experience in Human Resources, with hands-on exposure to office administration or office management.
• Strong working knowledge of employment laws and HR practices.
• Demonstrated experience in payroll management, recruitment, employee relations, and office administration.

Required Skills & Competencies

• Strong interpersonal, communication, and stakeholder management skills.
• High level of confidentiality, integrity, and professionalism.
• Excellent organisational, coordination, and time-management abilities.
• Ability to multitask effectively and manage dual responsibilities independently.
• Proficiency in MS Office applications (Word, Excel, PowerPoint) and HR systems.
• Strong attention to detail with a problem-solving mindset.
• Ability to work with minimal supervision.
• Adaptable, proactive, and service-oriented attitude.