HR Admin assistant and Coordinator

JobItUs; Mumbai; On-site; INR 279,000 - 502,000; Full time

Job summary

JobItUs is seeking an HR Admin executive and Office coordinator to manage day-to-day HRMS administration, employee data, and letter generation. The role supports routine HR processes and documentation, ensuring accuracy and timely updates.

Location is Marine Lines, Mumbai, with standard office hours. The ideal candidate will be organized, detail-oriented, and proficient with HRMS systems, capable of handling multiple tasks while maintaining confidentiality across employee records and HR

Qualifications

• Experience with HRMS for employee data management.
• Strong attention to data accuracy and records maintenance.
• Proficiency in preparing HR letters and standard documents.

Responsibilities

• Maintain and update employee records in HRMS.
• Prepare and issue HR letters and documents.
• Ensure consistency of employee information across HRMS and personnel files.
• Coordinate with HR team for data corrections and audits.

Skills

HRMS operations

Data management

Documentation & letters

Records confidentiality

Tools

HRMS systems

Job description

Role Purpose

The HR Admin executive and Office coordinator will be responsible for the day-to-day administration of HRMS and documentation, ensuring that employee records, HR letters, and personnel information are maintained accurately and updated on time. The role will act as an important support function for routine processes and documentation.

Key Responsibilities

HRMS Operations & Employee Data Management

• Maintain and regularly update employee records in the HRMS.
• Create employee profiles and ensure accurate entry of personal, employment, salary and statutory details.
• Update employee movements including transfers, promotions, confirmations, increments, designations and reporting changes.
• Maintain employee joining, separation and other lifecycle information in the HRMS.
• Generate routine HRMS reports as required by HR and management.
• Conduct periodic checks of HRMS data to identify discrepancies and ensure data accuracy.
• Coordinate with employees and HR team members for correction/updating of employee information.
• Support HRMS implementation, process improvements and system-related activities.

HR Letters & Employee Documentation

Prepare and issue HR-related letters and documents in accordance with approved formats and HR processes, including:

• Offer / Appointment Letters
• Joining / Welcome Letters
• Confirmation Letters
• Probation Extension Letters
• Promotion / Transfer Letters
• Salary Revision / Increment Letters
• Designation Change Letters
• Performance-related communication
• Warning / Advisory Letters as directed by HR
• Experience / Relieving Letters
• Full & Final Settlement-related documents
• No-Dues documentation
• Employment certificates and other employee letters
• Any other HR correspondence as required
• Ensure all letters are prepared accurately, approved by the appropriate authority and issued within defined timelines.
• Maintain proper records of letters issued to employees.
• Ensure consistency of employee information across HRMS, letters and personnel files.

Employee Records & Documentation

• Maintain employee personnel files and ensure all required documents are available.
• Maintain both physical and digital employee records, wherever applicable.
• Track pending documentation from new and existing employees.
• Maintain confidentiality and security of employee information.
• Ensure employee documents are properly filed and easily retrievable.
• Support periodic employee file audits.

Ideal Candidate

The ideal candidate should be highly organised, detail-oriented and process-driven, with the ability to manage multiple tasks simultaneously without compromising accuracy. The person should be comfortable working with HRMS systems, preparing employee documentation and following up with employees and managers to ensure timely completion of HR processes.

Location: Marine Lines

Working Timing: 10am - 6:30pm

Working Days: Monday to Saturday

Please note that the candidates would be on Talisman's Payroll