HR & Admin Executive

Baaya Design; Mumbai City; On-site; INR 400,000 - 700,000; Full time

Job summary

Baaya Design is seeking an HR & Admin Executive to bridge HR, administration and finance operations in Mumbai. You will oversee end-to-end recruitment, onboarding, payroll support, and HR documentation while ensuring compliance and smooth processes.

The role includes office administration, vendor coordination, cost management, reimbursements, and Zoho-based expense workflows. A proactive communicator with 4–5 years of relevant experience is ideal.

Qualifications

• Bachelor's degree or equivalent qualification.
• 4 to 5 years of relevant professional experience.
• Demonstrated self-motivation and initiative.
• High degree of focus and detail orientation.
• Proven ability to meet tight deadlines consistently.

Responsibilities

• Recruitment and onboarding: end-to-end recruitment, job postings, screening, coordination, interviews and onboarding.
• Payroll and attendance support: preparing payroll inputs and attendance workings with accuracy.
• HR documentation and compliance: maintaining employee records, contracts and statutory requirements with SDJ scaling.
• Employee coordination and support: handling queries and fostering employee engagement.
• Office administration: vendor coordination, procurement, AMC management and facilities.
• Cost management and budget support: monitor admin expenses and vendor negotiations.
• Reimbursements and expense control: processing and verifying claims per policy.
• Petty cash and expense entries: recording petty cash and credit card expenses with proper controls.
• Finance support and systems: assisting finance with expense processes and Zoho-based reimbursement workflows.
• Coordination and general support: liaising with internal teams and external stakeholders.

Skills

Recruitment coordination

Payroll support

HR compliance

Administration

Education

Bachelor's degree in any discipline

Tools

Zoho

Job description

Role Overview

The HR & Admin Executive plays a vital role in facilitating smooth organizational operations by bridging human resources management, office administration, and general financial compliance support. This role is responsible for overseeing end-to-end recruitment, onboarding, and ongoing employee support to foster a positive workplace culture. Additionally, the executive manages day-to-day administrative tasks, facility operations, vendor coordination, petty cash, and expense processing, ensuring operational efficiency, statutory compliance, and strong cost management across teams.

ROLE/RESPONSIBILITY:

• Recruitment and Onboarding: Handling end-to-end recruitment including job postings, screening, coordination, interviews and onboarding of candidates, ensuring smooth joining and documentation processes.

• Payroll and Attendance Support: Preparing payroll inputs and attendance workings with accuracy and completeness for review, and maintaining related records and documentation.

• HR Documentation and Compliance Support: Maintaining employee records, contracts and HR documentation, while supporting compliance-related activities including PF, ESIC, mediclaim and other statutory requirements with the scaling of SDJ operations.

• Employee Coordination and Support: Acting as a point of contact for employee queries and concerns, ensuring timely resolution and follow-up, and supporting employee engagement and day-to-day HR coordination.

• Office Administration: Managing day-to-day administrative operations including vendor coordination, AMC management, procurement of office supplies and services, and ensuring smooth functioning of office facilities.

• Cost Management and Budget Support: Driving cost optimization through vendor negotiations and monitoring administrative expenses including stationery and consumables, while supporting tracking and control of admin-related budgets.

• Reimbursements and Expense Control: Processing and verifying employee reimbursement claims as per policy requirements, ensuring accuracy of supporting documents and adherence to defined processes.
• Petty Cash and Expense Entries: Managing petty cash transactions and recording petty cash and credit card expense entries in the system with proper documentation and control.

• Finance Support: Supporting finance team in maintaining discipline in expense-related processes, identifying discrepancies and assisting in timely resolution of issues.

• Process Improvement and Systems: Supporting implementation and effective usage of systems such as Zoho for reimbursement and expense management, ensuring proper tracking, documentation and process adherence.

• Coordination and General Support: Coordinating with internal teams and external stakeholders for smooth execution of HR, admin and finance-related activities, and supporting additional responsibilities as required.

Qualifications & Key Competencies

• Bachelor's degree in any discipline or equivalent professional qualifications
• 4 to 5 years of relevant professional experience
• Demonstrated self-motivation and initiative
• High degree of focus and detail orientation
• Proven ability to meet tight deadlines consistently