Asst. Manager / Manager - HR & Admin

Indian Designs Exports Pvt. Ltd.; Bengaluru Urban; On-site; INR 600,000 - 900,000; Full time

Job summary

Indian Designs Exports Pvt. Ltd. Bengaluru seeks an experienced HR & Admin professional to manage end-to-end human resource operations for the factory and offices.

The role covers manpower planning, recruitment, employee records, payroll coordination, statutory compliance, factory administration, separation processes, and handling employee relations. Strong communication and labour-law knowledge are essential.

Qualifications

• Excellent communication skills.
• Knowledge about labour laws related to recruitment.
• Knowledge about payroll processes.
• Admin related work.

Responsibilities

• Manpower planning & recruitment per approved MMR and 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.
• 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.
• 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.
• Coordinate employee exit formalities including resignation acceptance, exit clearance, Full & Final Settlement, Leave encashment, Bonus, Gratuity, Statutory settlements.
• Coordinate settlement of dues for retired employees and deceased employees in accordance with company policies and statutory provisions.
• 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.

Skills

Communication skills

Labour law knowledge

Payroll processes

Recruitment procedures

Admin functions

Job description

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:
    • Factory Licence
    • Factory Plan Approval
    • Trade Licence
    • Pollution Control Board Approvals
    • Fire Safety Certificates
    • Hygiene Certificates
    • Building Stability Certificates
    • 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:
    • Resignation acceptance process
    • Exit clearance
    • Full & Final Settlement
    • Leave encashment
    • Bonus
    • Gratuity
    • 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

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