As a HR Executive at Thinkerbell Labs you will play a critical role in supporting the day-to-day operations of the HR department and all the aspects of the employee lifecycle. This position acts as the primary point of contact for employee inquiries and ensures all HR functions are executed efficiently and in compliance with company policies and labor laws.
As a strategic partner you will be blending HR functions and Operational expertise and you will be the one who cultivates a thriving and inclusive workplace. This role ensures HR alignment with business goals, drives cross-functional collaboration, streamlines processes, supports leadership and helps sustain a culture of innovation and agility.
As an Administrative Executive you will be the key individual responsible for the smooth and efficient functioning of the company office, providing essential operational, administrative, and logistical support to staff, management, and visitors. This role is the face of the office and the backbone of daily operations
If you're hired for this role, you will be taking up the following responsibilities among others::
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Talent Acquisition & Onboarding
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Recruitment Support: Assist in the end-to-end recruitment process, including drafting and posting job descriptions, screening resumes, coordinating interviews, and managing candidate communication. Develop workforce planning strategies aligned with business goals.
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Onboarding: Conduct new hire orientation and manage the complete onboarding process (e.g., paperwork, system access, policy review) to ensure a seamless integration into the company.
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Documentation: Prepare offer letters, employment contracts, and other required personnel documentation.
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Market Intelligence: Develop a deep understanding of market trends, salary benchmarks, and talent pools within the industry.
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Employer Brand: Represent the company positively at job fairs, campus recruitment events, and online, actively promoting the company culture and employee value proposition (EVP).
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Metrics: Track and analyze key recruitment metrics (e.g., Time-to-Hire, Cost-per-Hire, Source of Hire) to continuously improve recruitment efficiency.
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Employee Relations & Support
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First Contact: Serve as the primary point of contact for employees regarding HR policies, procedures, benefits, and general inquiries.
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Conflict Resolution: Assist in mediating and resolving employee grievances and workplace conflicts fairly and confidentially.
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Engagement: Support and coordinate employee engagement initiatives, internal communication, and recognition programs to foster a positive workplace culture.
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Retention: Develop retention strategies, including career development opportunities, rewards, and recognition programs.
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Compensation, Benefits, & HR Administration
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HRIS Management: Maintain and update all employee data and records ensuring accuracy and confidentiality. Manage and optimize the Human Resources Information System.
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Benefits: Assist with the administration of employee benefits (e.g., medical insurance, gratuity etc).
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Payroll: Collaborate with the Finance team to ensure accurate and timely processing of payroll data, including time and attendance tracking, onboarding and exit data, leaves, and deductions.
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Vendor Management: Assist in managing relationships and data exchange with key HR vendors (e.g.background check services, employee engagement services, insurance etc).
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Compliance ∓ Policy Management
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Policy Enforcement: Ensure consistent and fair application of company policies across all departments.
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Legal Compliance: Stay up-to-date with local, state, and federal labor laws and regulations, and assist in maintaining organizational compliance.
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Compliance Checks: Assist in internal and external HR audits, including ensuring adherence to local labor laws and statutory requirements.
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Reporting: Assist in preparing HR metrics, compliance reports, and required regulatory filings.
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Performance & Development
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Performance Management: Support the execution of the company’s performance appraisal cycle, track performance review documentation, and assist managers in setting clear goals. Partnering with a team leads to addressing performance gaps and design improvement strategies.
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Training: Coordinate and log employee training and development activities, including compliance training and skills workshops. Create and manage upskilling programs, training sessions, and development plans tailored to individual and team needs.
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Strategic HR
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Partnering with leaders/management to align HR strategies with organizational goals and strategic decision making. Providing insights and recommendations on people related matters and contributing to change management.
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Identify inefficiencies in workflows across departments (e.g., engineering, sales, marketing) and implement solutions to enhance operational alignment. Develop, document, and standardize Standard Operating Procedures (SOPs) for consistency and efficiency.
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Research, propose, and implement new tools to enhance productivity, collaboration, and operational efficiency.
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Partnering with the team leads to address team-specific challenges and providing HR and operational support.
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Office Management & Facilities
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Office Upkeep: Oversee the general maintenance, tidiness, and security of the office space, ensuring a professional and safe working environment.
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Supplies & Inventory: Manage inventory, procurement, and distribution of office supplies, pantry items, and equipment; maintain relationships with key suppliers.
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Vendor Management: Manage inventory, procurement, and distribution of office supplies, pantry items, and equipment; maintain relationships with key suppliers.
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Asset Tracking: Maintain a centralized register for company assets (e.g., IT equipment, furniture).
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Maintenance Coordination:Coordinate with external vendors for regular office maintenance, cleaning services, and minor repairs, ensuring minimal disruption to work.
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First Point of Contact: Serve as the primary point of contact for external queries and internal staff requests related to office services.
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Administrative & Executive Support
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Reception: Greeting visitors, answering and directing phone calls, and handling incoming/outgoing mail and shipments.
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Calendar/Meetings: Assist in scheduling high-level meetings, managing conference room bookings, and arranging catering as needed.
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Travel Coordination: Book and manage domestic and international travel logistics (flights, accommodation, visas) for the entire team.
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Documentation: Manage and organize essential physical and electronic files, contracts, and company records.
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Equipment Upkeep: Ensure all office equipment (printers, water dispensers, AV systems in meeting rooms) are functional and service calls are made promptly.
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Financial and Procurement Support
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Budget Tracking: Track and reconcile administrative expenses, process invoices for office-related purchases, and assist with budget reporting.
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Petty Cash: Manage and disburse office petty cash, ensuring accurate recording and timely reconciliation.
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Employee Support & Events
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Onboarding Logistics: Coordinate physical logistics for new hires (desk setup, stationery, access cards, new joiner kit).
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Event Planning: Plan, organize, and execute internal company events, team lunches, and social gatherings (e.g., anniversaries, birthday’s, farewell’s, parties).
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Bachelor's/Master’s Degree in Human Resources, Business Administration, or a related field.
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2-4 years of experience working in a HR-related role, preferably as a HR Coordinator or Generalist and office management, administrative assistant, or coordinator role.
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Process Improvement: A proactive mindset focused on identifying and implementing process efficiencies and automation.
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Reporting: Generate routine and ad-hoc HR reports, dashboards, and metrics (e.g., headcount, turnover, miscellaneous data) to support management decision-making.
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Software Proficiency: Proficient in Google Suite (especially Excel) and comfortable in learning and utilizing HR software tools.
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Proven experience managing multiple vendors and service contracts. Experience with basic procurement processes is highly desirable.
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A self-starter who can anticipate administrative needs and take initiative to resolve issues.
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Communication: Excellent written and verbal communication, negotiation, and presentation skills with a polite and professional demeanor.
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Confidentiality: Demonstrated ability to handle sensitive and confidential information with the highest degree of integrity and discretion.
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Problem-Solving: Strong analytical and problem-solving skills, with meticulous attention to detail.
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Organization: Excellent time management and organizational skills, with the ability to manage multiple requisitions concurrently in a fast-paced environment.
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A strong commitment to providing high-quality support to all employees and visitors.
