Asst. Manager / Manager - HR & Admin

Key Responsibilities

A. Manpower Planning & Recruitment

• Execute manpower deployment as per the approved Man Machine Ratio (MMR) and manpower budget.
• Coordinate with Zonal Managers – P&A and factory HR teams to monitor manpower requirements and vacancies.
• Ensure timely recruitment to avoid production loss due to manpower shortages.
• Monitor recruitment activities and ensure pre-employment tests are conducted effectively.
• Ensure selection of suitable candidates as per approved recruitment procedures.
• Coordinate with Training Department and factory HR teams to ensure all new employees undergo induction and orientation programmes.
• Verify recruitment documents received from factory HR teams as per the prescribed checklist.
• Coordinate with Corporate HR for timely issuance of Offer Letters after necessary verification.
• Maintain recruitment reports, vacancy status, and joining trackers.

B. Employee Records & HR Administration

• Ensure all employee personal files are complete and updated with statutory and employment-related documents.
• Monitor employee documentation including educational certificates, experience letters, salary records, bank details, employment verification forms, and statutory declarations.
• Ensure proper maintenance of employee records in both physical and HRMS formats.
• Monitor employee onboarding and documentation compliance.

C. Payroll Coordination

• Verify attendance records through HRMS and coordinate with payroll for salary processing.
• Ensure attendance, leave records, overtime, loans, advances, statutory deductions, and other payroll inputs are accurately verified before payroll processing.
• Randomly verify payroll calculations, deductions, and salary sheets before submission to Payroll Department.
• Coordinate with Payroll, Accounts, MIS, and Audit departments for smooth payroll processing.
• Ensure salaries are processed and disbursed within the scheduled timelines.
• Monitor Personnel Officers during payroll activities and resolve payroll-related discrepancies.
• Coordinate preparation and disbursement of Annual Bonus.
• Monitor Full & Final Settlement processing for resigned, retired, deceased, and terminated employees.
• Ensure retirement intimations are issued and settlements completed within timelines.

D. Statutory Compliance

• Ensure timely registration of ESI and EPF for all eligible new employees.
• Coordinate timely remittance of ESI, EPF, PT, TDS, Labour Welfare Fund, LIC, Income Tax, and other statutory contributions.
• Maintain statutory records and ensure compliance with applicable labour laws.
• Coordinate statutory audits and ensure records are readily available.
• Ensure compliance with customer audit requirements and statutory inspections.

E. Factory Administration

• Coordinate renewal of all statutory licenses and registrations, including: o Factory Licence o Factory Plan Approval o Trade Licence o Pollution Control Board Approvals o Fire Safety Certificates o Hygiene Certificates o Building Stability Certificates o Any other statutory approvals applicable to factory operations.
• Monitor renewal of lease agreements, canteen contracts, security contracts, and other service agreements.
• Ensure timely submission of statutory monthly, quarterly, half-yearly, and annual returns under applicable labour legislations. F. Employee Separation Management
• Coordinate employee exit formalities including: o Resignation acceptance process o Exit clearance o Full & Final Settlement o Leave encashment o Bonus o Gratuity o Statutory settlements
• Coordinate settlement of dues for retired employees and deceased employees in accordance with company policies and statutory provisions. G. Employee Relations
• Coordinate with factory HR teams to resolve employee grievances promptly.
• Support industrial relations initiatives and maintain harmonious employee relations.
• Assist in handling employee disciplinary matters as guided by the DGM – HR & Admin.
• Maintain effective communication with factory management and employees.

Requirements

Skills Required

• Excellent communication skills
• Recruitment procedure- Knowledge about labour laws
• Knowledge about payroll process
• Admin related work