Human Resources Operations Manager

Position: HR Operations Manager

Department: Human Resources

Industry: Chartered Accountancy (CA) Firm / Law Firm - Only (No other Industry)

Experience: 5 to 10 years

Reporting To: Partner

Key Responsibilities

1. Employee Lifecycle Management

• Manage employee lifecycle activities, including onboarding, confirmation, internal transfers and separation formalities.
• Coordinate joining formalities, employee documentation, background verification and induction programmes.
• Maintain employee master data, personnel files and HR records.
• Prepare and issue offer letters, appointment letters, confirmation letters, experience letters, relieving letters and other HR documents.
• Track probation periods, notice periods, employee confirmations and exit clearances.

2. Attendance, Leave & Payroll Coordination

• Monitor employee attendance, leave records, late marks, absenteeism and timesheets, wherever applicable.
• Coordinate with employees and reporting managers for attendance regularisation and leave approvals.
• Compile monthly payroll inputs, including new joiners, exits, leave without pay, incentives and other approved adjustments.
• Liaise with the Accounts/Payroll team to facilitate timely and accurate salary processing.
• Address employee queries relating to salary credits, payslips, leave balances and payroll discrepancies.

3. HR Compliance & Documentation

• Maintain statutory and employment-related records in coordination with the relevant internal teams or external consultants.
• Support compliance processes relating to applicable labour laws, PF, ESIC, Professional Tax, TDS and other employment-related requirements, as applicable.
• Maintain confidentiality and accuracy of employee information and documentation.
• Track employment agreements, confidentiality undertakings, declarations and other mandatory employee documents.
• Assist with HR audits, internal reviews and documentation requirements.

4. Performance Management System (PMS)

• Coordinate the annual and periodic performance appraisal cycle, including goal setting, self-assessments, manager evaluations and review discussions.
• Track appraisal timelines, ensure timely completion of performance review forms and follow up with employees and reporting managers.
• Consolidate PMS data and prepare appraisal status reports for management and Partners.
• Coordinate performance feedback discussions and maintain records of performance ratings, development areas and agreed action plans.
• Support the implementation of performance improvement plans (PIPs), wherever required, in consultation with the HR Manager and relevant reporting managers.
• Maintain confidentiality and accuracy of performance appraisal records.

5. Rewards & Recognition (R&R)

• Coordinate the implementation of the firm's Rewards & Recognition programmes to acknowledge employee performance, ownership, learning agility and professional contributions.
• Manage nomination processes, eligibility criteria, approval workflows and documentation for various recognition categories.
• Coordinate employee recognition announcements, award distribution and related communication.
• Maintain R&R trackers and analyse participation and programme effectiveness.
• Support the periodic review and improvement of recognition initiatives in alignment with the firm's culture and values.

6. Employee Grievance & Relations Management

• Act as a point of contact for employee concerns, workplace issues and routine grievances.
• Listen to employee concerns objectively, maintain confidentiality and facilitate appropriate resolution in coordination with the HR Manager and relevant stakeholders.
• Coordinate discussions between employees and reporting managers, wherever appropriate, to support constructive resolution.
• Maintain a grievance register, document actions taken and track cases through closure.
• Identify recurring employee concerns and highlight trends to management for appropriate corrective action.
• Escalate sensitive matters, allegations of misconduct, harassment and other serious concerns through the applicable internal procedures.
• Ensure grievances are handled fairly, professionally and in accordance with firm policies and applicable laws.

7. Employee Engagement & HR Administration

• Coordinate employee engagement initiatives, employee feedback programmes, induction sessions and internal HR communications.
• Support employee engagement surveys, periodic feedback initiatives and employee experience improvement measures.
• Coordinate training programmes, employee announcements and firm-wide HR initiatives.
• Assist in maintaining HR policies, standard operating procedures and employee handbooks.
• Support initiatives aimed at strengthening employee experience, workplace culture and communication across departments.

8. Separation & Exit Management

• Coordinate resignation formalities, notice period tracking, exit interviews and clearance procedures.
• Liaise with reporting managers, IT, Administration and Accounts for employee handovers and no-dues clearance.
• Coordinate full and final settlement inputs with the Accounts/Payroll team.
• Ensure timely issuance of relieving and experience letters, subject to completion of applicable formalities.

9. HR MIS & Reporting

• Prepare and maintain periodic HR MIS covering headcount, employee movements, attendance, leave, attrition, PMS, R&R and grievance status.
• Maintain accurate HR trackers and employee databases using MS Excel and HR systems.
• Generate reports and provide relevant HR data to management and Partners as required.
• Identify opportunities to streamline HR processes and improve documentation, reporting and operational efficiency.

Required Skills & Competencies

• Strong knowledge of HR operations and employee lifecycle management.
• Working knowledge of attendance, payroll coordination, PMS, R&R and employee grievance handling.
• Understanding of employment documentation and applicable statutory compliance requirements.
• Proficiency in MS Excel, Word and PowerPoint; familiarity with HRMS/payroll systems will be an advantage.
• Excellent communication, interpersonal and stakeholder-management skills.
• Strong organisational abilities, follow-up skills and attention to detail.
• High levels of confidentiality, impartiality, professionalism and discretion.
• Ability to coordinate effectively with Partners, managers and employees in a deadline-driven professional services environment.

Educational Qualification & Experience

• Graduate in HR, Human Resources Management, Business Administration or a related discipline.
• MBA/PGDM in HR will be an added advantage.
• 5–10 years of relevant HR Operations experience, preferably in a CA firm, consulting firm, audit firm or professional services organisation.

Key Performance Indicators (KPIs)

• Timely completion of employee onboarding and exit formalities.
• Accuracy of attendance records and payroll inputs.
• Timely completion of PMS cycles and appraisal documentation.
• Effective implementation and tracking of R&R initiatives.
• Timely acknowledgement, tracking and resolution of employee grievances.
• Accuracy and completeness of employee records and HR MIS.
• Timely completion of HR compliance documentation and internal HR processes.

Interested can contact [phone removed]