Designation: - HR Executive

Please find below the details for the HR & Admin Executive position, including roles, responsibilities for your reference and further action.

Department: - Human Resource & Administration

Role Summary : - The role of an HR & Admin Executive is crucial in managing the human capital of an organization. They are responsible for various aspects related to the employees and their well-being within the company. The specific responsibilities of an HR Manager may vary depending on the size and nature of the organization Purpose

Minimum Requirements: -

Position: HR Executive
Location: Pune- Factory – Mulkhed, (Mulkhed Road At Post Ghotawade, Taluka, Mulshi, Maharashtra 412115)

Education: - Graduate MBA in HR Experience: - 02 to 05 Years

Specific Industry Experience: - Manufacturing Industry

About Company-

The Company was established in 1979 in Mumbai as a textile manufacturing company. In 1999, the company transitioned into a private limited entity and expanded its operations into the manufacturing of industrial lubricants and metalworking fluids. Continuing its growth and diversification strategy, It Introduced Lubeco Green Fluids for industrial lubricants and later ventured into the automotive lubricants segment with Supergen Engine Oils. Over the years, the company has evolved by expanding into multiple industries, strengthening its presence beyond textiles.

Job Responsibilities:

HR Responsibilities:

Recruitment Support:

Assist in the recruitment process by posting job openings, screening resumes, and scheduling interviews.

Coordinate with candidates and hiring managers for interviews and follow-ups.

Handle pre-employment paperwork and background checks for new hires.

Onboarding & Employee Induction:   Facilitate the onboarding process by preparing new hire documentation and conducting orientation sessions. Ensure smooth integration of new employees into the company by providing them with necessary resources and guidance. Assist in setting up employee workstations and IT access.

Attendance & Leave Management:

Track employee attendance and leave records in the HR system.

Monitor leave applications and ensure they are processed according to company policies.

Prepare monthly attendance reports and share them with the payroll team for salary processing.

Employee Records & Documentation:

Maintain and update employee files with relevant information such as contracts, performance records, and personal details.

Ensure that all employee documentation is accurate and up to date in both physical and digital formats.

Assist in organizing and maintaining HR databases.

Employee Engagement & Communication:

Authority to approve or reject employee leave requests based on company policy.

Maintain and update leave records and attendance reports.

Compliance & Statutory Filings:

Ensure compliance with statutory requirements such as Provident Fund (PF), Employee State Insurance (ESI), and other employee benefits.

Prepare and file statutory forms related to HR compliance in coordination with the payroll team.

Assist with ensuring compliance with labor laws and employment regulations.

HR Data & Reports:

Generate HR reports such as employee headcount, attrition, and leave balances.

Assist in the preparation of periodic reports for management on HR metrics and trends.

Ensure that all HR data is maintained accurately and updated regularly in the HRIS system.

Administrative Authorities:

Office Supplies & Vendor Management:

Authority to approve office supply orders and coordinate with vendors for delivery of services.

Monitor vendor contracts and ensure timely renewals.

Travel Arrangements:

Authority to arrange employee travel and manage related bookings and expense reimbursements.

Ensure travel policies are followed and within the approved budget.

Event Management:

Authority to manage logistics and coordination of internal events and meetings.

Allocate resources for event-related requirements within approved budgets

Asset Management:

Authority to maintain office asset inventories and ensure timely repairs or replacements for office equipment.

Approve minor expenditures related to office maintenance and repair

Help to communicate company updates, policies, and announcements to employees.

Compliance & Statutory Filings:

Ensure compliance with statutory requirements such as Provident Fund (PF), Employee State Insurance (ESI), and other employee benefits.

Prepare and file statutory forms related to HR compliance in coordination with the payroll team.

Assist with ensuring compliance with labor laws and employment regulations.

HR Data & Reports:

Generate HR reports such as employee headcount, attrition, and leave balances.

Assist in the preparation of periodic reports for management on HR metrics and trends.

Ensure that all HR data is maintained accurately and updated regularly in the HRIS system.

Administration Responsibilities:

Office & Facility Management:

Assist in managing office supplies, ensuring proper inventory levels, and ordering new supplies as required.

Coordinate with external vendors for office maintenance, cleaning, and repairs.

Oversee office cleanliness and ensure proper functioning of equipment and facilities.

Travel & Accommodation Arrangements:

Assist in arranging employee travel, including booking flights, accommodation, and transportation.

Coordinate travel plans and maintain travel expense records.

Ensure that travel policies are followed and that travel-related expenses are processed on time.

Event Coordination:

Help in organizing internal meetings, training sessions, and company events.

Coordinate logistics for events, such as venue bookings, catering, and seating arrangements.

Manage event-related communications and ensure smooth execution.

Visitor & Vendor Management:

Assist in welcoming and managing visitors to the office, ensuring they are properly registered and escorted.

Coordinate with external vendors for services such as catering, security, and IT support.

Maintain records of vendor agreements and monitor service levels.

Asset & Inventory Management:

Keep track of office assets, such as computers, printers, and furniture, ensuring proper maintenance.

Update inventory records for office equipment and supplies, ensuring timely replenishment.

Coordinate repairs or replacements for damaged equipment

Authorities:

HR Authorities:

Recruitment Support:

Authority to coordinate and schedule interviews, manage communication with candidates, and assist in the hiring process.

Prepare and process offer letters, appointment letters, and onboarding documentation.

Leave & Attendance Management:

Authority to approve or reject employee leave requests based on company policy.

Maintain and update leave records and attendance reports.

Authority to maintain employee records, ensuring accurate and up-to-date information.

Authority to assist in handling sensitive HR data and ensuring confidentiality.

Authority to communicate with employees on HR-related matters and resolve routine HR inquiries.

Assist in policy implementation and clarification of HR policies to employees. Communication:

Administrative Authorities:

Office Supplies & Vendor Management:

Authority to approve office supply orders and coordinate with vendors for delivery of services.

Monitor vendor contracts and ensure timely renewals.

Travel Arrangements:

Authority to arrange employee travel and manage related bookings and expense reimbursements.

Ensure travel policies are followed and within the approved budget.

Event Management:

Authority to manage logistics and coordination of internal events and meetings.