Job purpose
The Assistant Manager – HR & Administration is responsible for supporting the organisation’s workforce requirements and day-to-day HR operations. The position manages recruitment, interview coordination, onboarding, manpower-cost analysis, workforce-efficiency reviews, employee welfare, administration, statutory support, and other general HR activities.
Key responsibilities
1. Recruitment and workforce planning
- Coordinate manpower requirements with department heads.
- Maintain approved manpower plans, organisation charts, and position details.
- Prepare and publish job descriptions and vacancy announcements.
- Source candidates through job portals, consultants, employee referrals, campuses, and other appropriate channels.
- Screen applications and conduct preliminary HR interviews.
- Maintain candidate pipelines for critical and recurring positions.
- Monitor recruitment progress and submit vacancy-status reports.
- Ensure recruitment is completed within approved headcount and budget.
- Track recruitment metrics such as time to hire, cost per hire, offer acceptance, and joining ratio.
2. Interview scheduling and selection support
- Schedule interviews between candidates and relevant interview panels.
- Coordinate written tests, technical assessments, reference checks, and pre-employment documentation.
- Communicate interview details and selection status to candidates.
- Collect and maintain interview evaluation records.
- Prepare compensation comparisons and offer recommendations.
- Coordinate offer-letter issuance, pre-joining engagement, and joining formalities.
3. Employee onboarding
- Verify employee documents and complete joining documentation.
- Coordinate induction programmes covering company policies, safety, quality, work rules, and employee benefits.
- Arrange employee IDs, attendance registration, uniforms, personal protective equipment, email access, and other facilities.
- Coordinate with department heads to prepare induction and training plans.
- Maintain probation and confirmation trackers.
- Collect feedback from new employees and support their integration into the organisation.
4. Manpower-cost review
- Prepare monthly manpower-cost reports by department, category, and cost centre.
- Monitor salaries, overtime, incentives, contract-labour costs, benefits, recruitment expenses, and welfare costs.
- Compare actual manpower costs against budgets and forecasts.
- Identify cost variances and recommend appropriate corrective actions.
- Support annual manpower budgeting and salary-planning exercises.
- Coordinate with Finance and Payroll to verify manpower-cost data.
- Maintain confidentiality and accuracy of employee compensation information.
5. Manpower-efficiency review
- Monitor employee strength, attendance, absenteeism, overtime, attrition, vacancies, and productivity.
- Review planned versus actual manpower deployment.
- Calculate and monitor manpower-efficiency and productivity indicators.
- Work with department heads to identify underutilisation, skill gaps, excessive overtime, and manpower shortages.
- Support workforce optimisation, redeployment, multiskilling, and succession-planning initiatives.
- Prepare management dashboards and recommend improvements based on workforce data.
6. HR operations and employee lifecycle management
- Maintain accurate employee records, personal files, HRIS data, and organisation charts.
- Process employee confirmations, transfers, promotions, increments, role changes, and separations.
- Monitor attendance, leave, shift records, and overtime inputs.
- Coordinate payroll inputs and resolve employee payroll-related queries.
- Conduct exit interviews and complete employee clearance and final-settlement documentation.
- Support performance-appraisal and training processes.
- Prepare HR letters, certificates, notices, reports, and management communications.
7. Employee engagement and welfare
- Plan employee-engagement, recognition, cultural, sports, and festival activities.
- Coordinate welfare facilities such as transport, canteen, uniforms, drinking water, sanitation, medical support, and rest areas.
- Address employee queries and grievances promptly and confidentially.
- Conduct welfare inspections and employee-feedback sessions.
- Support health camps, awareness programmes, suggestion schemes, and employee-assistance initiatives.
- Promote a positive, respectful, inclusive, and safe workplace.
8. Administration
- Coordinate office and plant administration activities.
- Supervise housekeeping, security, transport, canteen, visitor management, accommodation, and facility services, where applicable.
- Monitor administrative vendors, contracts, service quality, invoices, and expenses.
- Maintain administrative assets, records, licences, and renewal trackers.
- Support travel arrangements, meetings, events, and official visits.
- Identify opportunities to improve service quality and reduce administrative costs.
9. Employee relations and disciplinary support
- Assist managers in handling attendance, conduct, performance, and disciplinary matters.
- Support grievance handling, counselling, investigations, and disciplinary documentation.
- Promote compliance with company policies, standing orders, and the code of conduct.
- Maintain confidentiality and proper records for employee-relations cases.
- Support harmonious relations between employees, supervisors, management, and worker representatives.
10. Compliance and HR reporting
- Support compliance with applicable labour laws, employment regulations, and statutory requirements.
- Coordinate statutory records, registers, returns, audits, inspections, and contractor documentation.
- Assist with PF, ESI, gratuity, bonus, leave, minimum-wage, and other applicable compliance activities.
- Ensure contractors comply with company standards and labour requirements.
- Prepare weekly and monthly HR dashboards for management review.
- Support internal, customer, statutory, and management-system audits.
- Assist in maintaining HR policies, procedures, forms, and standard operating procedures.
Key performance indicators
- Time taken to fill vacancies
- Offer-to-joining and offer-acceptance ratios
- Recruitment cost per hire
- Onboarding and probation-confirmation completion rates
- Actual manpower strength against approved manpower
- Manpower cost against budget
- Overtime cost and usage
- Revenue or production output per employee
- Absenteeism and employee-attrition rates
- HR-data and payroll-input accuracy
- Employee-grievance resolution time
- Employee-engagement participation
- Administrative cost and vendor-service performance
- Audit observations and statutory-compliance statusRequired competencies
- Recruitment and interviewing
Role authority
The Assistant Manager – HR & Administration may:
- Coordinate recruitment within approved manpower and budget.
- Request workforce and productivity data from departments.
- Recommend candidates, manpower changes, welfare improvements, and administrative actions.
- Coordinate vendors and verify services and invoices within the approved authority limits.
- Escalate policy violations, employee-relations concerns, safety issues, and statutory risks to management.
- Workforce planning and manpower analysis
- Cost analysis and advanced Excel reporting
- HR operations and documentation
- Employee relations and grievance handling
- Administration and vendor management
- Labour-law and statutory-compliance awareness
- Planning, organisation, and follow-up
- Confidentiality and professional integrity
- Communication, negotiation, and interpersonal skills
- Data-driven decision-making
- Ability to work with employees at all organisational levels
Pay: ₹350,000.00 - ₹450,000.00 per year
Benefits:
- Health insurance
- Leave encashment
- Life insurance
- Paid time off
Work Location: In person
