Position Overview: The Assistant Manager HR & Admin is a pivotal mid-level leadership role in the HR & Admin team at Crest Property Solutions Private Limited (a subsidiary of Rustomjee Group, specializing in integrated property management, facility management, leasing, and hospitality services across Mumbai and other locations). This position oversees end-to-end HR operations, including the full employee lifecycle (onboarding, attendance, compliance, performance, engagement, grievances, and separation), employee benefits administration (e.g., Mediclaim, PF/ESIC support), grievance resolution, and administrative functions (e.g., letter drafting, ticket booking, reimbursements). The role ensures strict adherence to HR policies, labour laws, and organizational processes while collaborating closely with department heads, finance, employees, and external stakeholders to drive a positive employee experience, high compliance standards, and operational efficiency.
Section I: Basic Information
Job Title: Asst. Manager HR & Admin
Department: Human Resources
Location: Mumbai - Head Office
Reporting To: Sr. Manager HR & Admin (Trushal Pawar)
Company: Crest Property Solutions Private Limited
Section II: Job Purpose To lead and execute comprehensive HR and administrative operations that support organizational growth, ensure 100% statutory and policy compliance, foster employee engagement and satisfaction, and optimize administrative efficiency. The Asst. Manager HR & Admin manages key employee lifecycle processes, handles grievances and benefits, prepares critical HR documentation (e.g., transfer, warning, termination letters), coordinates admin tasks (e.g., employee travel/ticket booking), and drives process improvements to enhance overall employee experience and business productivity.
Section III: Key Responsibilities and Accountabilities
Employee Onboarding & Induction
Manage pre-onboarding: collect, verify, and securely store new hire documents (ID proofs, educational certificates, experience letters, background checks).
Generate/issue employee ID cards, email credentials, and coordinate IT/tool access, workstation setup, and location-specific requirements.
Process reimbursements (travel, medical) – verify/approve receipts and forward to finance.
Track probation periods, conduct performance reviews/appraisals, and issue confirmation letters for successful completions.
Recruitment Support & Talent Acquisition
Assist in end-to-end recruitment: coordinate with hiring managers, screen resumes, schedule interviews, prepare offer letters, and conduct reference checks.
Maintain recruitment trackers and report on hiring metrics (time-to-hire, cost-per-hire).
Attendance, Payroll Input & Benefits Administration
Oversee attendance management, leave approvals, and payroll inputs across locations.
Administer employee benefits: oversee Mediclaim policies/renewals/claims, assist with PF contributions/withdrawals, ESIC claims, and other statutory benefits.
Ensure timely processing and compliance for all benefits-related activities.
Employee Engagement & Grievance Handling
Plan and execute engagement initiatives (festivals, birthdays, team outings, wellness programs, recognition events) to boost morale and retention.
Conduct employee satisfaction surveys, feedback sessions, and analyze results for action plans.
Handle grievances: investigate complaints impartially, resolve timely, escalate serious issues, maintain confidential records, and promote a fair workplace.
Performance Management & Confirmation
Support appraisal cycles: distribute forms, collect feedback/ratings, schedule reviews, and track increments/promotions.
Monitor probationary performance, implement improvement plans if needed, and recommend confirmations.
Employee Separation & Full & Final (F&F) Settlement
Manage exit processes: handle resignations, conduct exit interviews, collect feedback, and ensure asset clearance (laptops, ID cards, uniforms).
Coordinate F&F settlements with finance: process final dues, gratuity, PF/ESIC withdrawals, pending reimbursements.
Issue relieving/experience letters and prepare attrition reports/trend analysis for management.
Compliance, Policy & Documentation Management
Ensure full compliance with labour laws (PF, ESIC, Gratuity, POSH, Minimum Wages, etc.), maintain statutory registers/returns, and prepare for audits.
Draft and issue HR letters (appointment, transfer, warning, show-cause, termination) in line with policies.
Communicate/update HR policies and conduct necessary training/awareness sessions.
Administrative Support & Approvals
Oversee admin activities: employee ticket/travel booking, office maintenance coordination, vendor management for supplies/events.
Plan/track HR budget (recruitment, training, engagement, insurance, admin expenses); monitor variances and approve HR-related spends.
Collaborate with finance/management for expense approvals, policy adherence, and financial coordination.
Section IV: Knowledge, Experience, and Skills
Education: Bachelor’s degree in Human Resources, Business Administration, Commerce, or related field; MBA/PGDM in HR preferred.
Experience: 4–8 years in HR operations/admin, with hands-on exposure to end-to-end employee lifecycle, compliance (PF/ESIC/Mediclaim), grievance handling, engagement, and multi-location coordination.
Skills:
Strong knowledge of Indian labour laws, statutory compliances, and HR best practices.
Proficiency in HRMS software, Microsoft Office (advanced Excel for reporting/budgeting, Word for letter drafting, Outlook).
Excellent communication, interpersonal, negotiation, and conflict resolution skills.
Proven grievance handling, employee engagement, and stakeholder management abilities.
High attention to detail, confidentiality, problem-solving, and multi-tasking in a dynamic environment.
Section V: Key Performance Indicators (KPIs)
Onboarding/Confirmation Timeliness: 100% completion within defined timelines (e.g., probation confirmations on time).
Statutory Compliance: Zero penalties/notices from authorities; 100% timely filings/renewals (PF/ESIC/Mediclaim).
Grievance Resolution: 95% resolved within SLA (e.g., 7–15 days); zero escalated unresolved cases.
Employee Engagement: 85% satisfaction score in surveys; successful execution of quarterly engagement activities.
F&F Settlement: 100% processed within 30–45 days of exit.
Budget Adherence: 5% variance on HR/Admin budget; timely variance reporting.
Attrition Documentation: 100% exit interviews conducted; accurate attrition reports submitted monthly.
Overall: Achieve 85% in weighted KRA evaluation.
Section VI: Typical Daily Tasks
Review attendance/leave records and process payroll inputs.
Handle new joiner onboarding: verify documents, issue credentials/ID cards, update HRMS.
Respond to employee queries on benefits, policies, reimbursements, or grievances.
Draft/issue HR letters (transfer, warning, confirmation, etc.) and coordinate approvals.
Plan/coordinate engagement activities or travel bookings.
Track HR budget expenses, approve claims, and prepare reports.
Conduct exit interviews, process F&F coordination, and update records.
Monitor compliance trackers and prepare MIS for Sr. Manager.
Section VII: Self-Image Required The Asst. Manager HR & Admin must project a professional, empathetic, and authoritative image aligned with Crest Property Solutions’ values of integrity, employee care, compliance excellence, and teamwork:
Professional Appearance: Well-groomed, adhering to business/business-casual dress code.
Confident & Approachable Leadership: Handles sensitive matters with empathy, fairness, and decisiveness.
Compliant & Detail-Oriented Presence: Demonstrates expertise in processes, policies, and documentation.
Cultural Fit: Embodies trust, confidentiality, collaboration, and commitment to enhancing employee experience.
Section VIII: Traits
Strategic & Organized: Manages multiple priorities and processes efficiently across locations.
Empathetic & Fair: Builds trust through unbiased grievance handling and employee support.
Proactive: Anticipates compliance deadlines, engagement needs, and process improvements.
Detail-Oriented: Ensures accuracy in documentation, budgeting, and compliance.
Resilient & Confidential: Handles high-pressure situations and sensitive data with composure.
Collaborative: Works effectively with finance, department heads, employees, and external parties.
Adaptable: Responds to regulatory changes, organizational needs, and team dynamics.
