HR & Administration Executive

Probus Standards; Ahmedabad District; On-site; INR 400,000 - 700,000; Full time

Benefits offered by this job

Foundational role

NABL/ISO exposure

High responsibility

Career growth

Small team

Job summary

Probus Standards in Ahmedabad region seeks a hands-on HR & Admin professional to manage recruitment, payroll support, statutory compliance, and facility operations. You will handle onboarding, attendance, vendor coordination, training, and policy communication from day one.

The role requires 2–4 years in HR/admin, familiarity with PF/ESIC/compliances, and the ability to work independently at a small facility, with growth potential as the company scales.

Qualifications

• 2–4 years of hands-on experience in HR and office administration.
• Prior experience in a manufacturing, pharmaceutical, chemical, or laboratory environment is strongly preferred.
• Working knowledge of statutory compliances: PF, ESIC, Professional Tax, Shops & Establishment Act
• Proficiency in MS Office (Excel, Word, Outlook); familiarity with HRMS software is a plus
• Ability to independently manage facility and vendor coordination for a small-to-medium setup
• Strong organisational skills; ability to handle multiple responsibilities simultaneously
• Good communication skills; proficiency in English (reading, writing, email) and Hindi/Gujarati
• Willingness to be the sole HR & Admin person initially, with growth potential
• Willingness to work at Changodar (Ahmedabad) facility

Responsibilities

• Recruitment & onboarding: handle job postings, resume screening, interview coordination, offer letters, joining formalities, induction planning, and employee file creation.
• Attendance & Leave: maintain daily attendance records, biometric data, leave register, overtime tracking, and monthly attendance summary for payroll.
• Payroll Support: compile salary inputs and coordinate with accounts for salary disbursement, PF/ESIC/Professional Tax challans as applicable.
• Statutory Compliance: ensure PF, ESIC, Professional Tax, Bonus Act, Gratuity, Labour Welfare Fund, and Shops & Establishment Act compliance; maintain registers.
• Employee Records: maintain updated personal files and letters including appointment, confirmation, increments, experience/ relieving letters, and separations.
• Performance Management: coordinate appraisal cycles, collect forms, maintain ratings, and support promotions.
• Employee Engagement: organize team activities, handle grievances and exit interviews.
• Training Coordination: support QA in scheduling training and record attendance/effectiveness.
• HR Policy: update and communicate HR policies, handbook, and code of conduct.
• Facility Management: oversee housekeeping, security, electrical/plumbing maintenance, AC servicing, and general upkeep.
• Vendor & Contract Management: manage AMCs for equipment, HVAC, fire systems, and pest control; coordinate renewals.
• Travel & Logistics: arrange employee travel, hotel, cab, courier services.
• Office Supplies: procure stationery, pantry supplies, and manage petty cash.
• Visitor Management: maintain visitor register and coordinate meeting room bookings.
• Compliance & Licences: track and renew licences and permits; coordinate with management.
• Safety Support: coordinate drills, first-aid replenishment, signage, and OH&S compliance.
• Banking Coordination: submit banking documents with accounts team and handle routing.

Skills

HR & Admin coordination

MS Office Proficiency

Communication in English/Hindi/Gujrati

Vendor & Facility coordination

Compliance understanding

Education

BBA/PGDM (HR) or Graduation

Tools

HRMS software

MS Excel

Onboarding tools

Job description

Role & responsibilities

• Recruitment & Onboarding Handle job posting (Naukri, LinkedIn, portals), resume screening, interview coordination, offer letter preparation, joining formalities, induction planning, and employee file creation
• Attendance & Leave Maintain daily attendance records, biometric data, leave register, overtime tracking, and monthly attendance summary for payroll processing
• Payroll Support Compile salary inputs (attendance, deductions, reimbursements), coordinate with accounts for timely salary disbursement, and manage PF/ESIC/Professional Tax challan submissions as applicable
• Statutory Compliance — Ensure compliance with PF, ESIC, Professional Tax, Bonus Act, Gratuity, Labour Welfare Fund, and Shops & Establishment Act (as applicable); maintain all statutory registers and records
• Employee Records — Maintain updated personal files, appointment letters, confirmation letters, increment letters, experience/relieving letters, and separation documentation
• Performance Management — Coordinate annual/periodic performance appraisal cycles, collect appraisal forms, maintain rating records, and support management in increment/promotion decisions
• Employee Engagement — Organise team-building activities, handle employee grievances, disciplinary matters, and exit interviews
• Training Coordination — Support the Quality Assurance department in scheduling and recording employee training programs; maintain training attendance and effectiveness records
• HR Policy — Help update and communicate HR policies, employee handbook, and code of conduct; ensure awareness across all departments
• Facility Management — Oversee housekeeping, security, pest control, electrical/plumbing maintenance, AC servicing, and general upkeep of office, laboratory, and production areas
• Vendor & Contract Management — Manage annual maintenance contracts (AMCs) for equipment, HVAC, fire systems, and pest control; coordinate with vendors for timely service delivery and renewals
• Travel & Logistics — Arrange employee travel, hotel bookings, cab arrangements, and courier/dispatch services as required
• Office Supplies — Procure and maintain stock of stationery, pantry supplies, housekeeping consumables, and general office materials; manage petty cash for routine purchases
• Visitor Management — Maintain visitor register, coordinate meeting room bookings, and ensure smooth handling of external auditors, clients, and regulatory inspectors
• Compliance & Licences — Track and renew facility licences, fire NOC, pollution consent, trade licence, and other applicable regulatory permits in coordination with management
• Safety Support — Coordinate fire drills, first-aid kit replenishment, safety signage, and ensure compliance with occupational health and safety requirements
• Banking Coordination — Submit hard-copy banking documents to the local bank branch as prepared by the accounts team; handle basic document routing and follow-up.

Preferred candidate profile

Requirements

• BBA, PGDM (HR), or any graduation with 2–4 years of hands‑on experience in HR and office administration
• Prior experience in a manufacturing, pharmaceutical, chemical, or laboratory environment is strongly preferred
• Working knowledge of statutory compliances: PF, ESIC, Professional Tax, Shops & Establishment Act
• Proficiency in MS Office (Excel, Word, Outlook); familiarity with HRMS software is a plus
• Ability to independently manage facility and vendor coordination for a small‑to‑medium setup
• Strong organisational skills; ability to handle multiple responsibilities simultaneously
• Good communication skills; functional proficiency in English (reading, writing, email correspondence) and Hindi/Gujarati
• Self‑starter who is comfortable being the sole HR & Admin person initially, with the potential to grow into a larger role as the organisation scales
• Willingness to work at our Changodar (Ahmedabad) facilit

What We Offer

• Opportunity to be part of a pioneering organisation in India’s CRM industry — early team members will play a foundational role in the company’s growth
• Direct exposure to NABL-accredited laboratory operations and ISO 17025/17034 quality systems
• Hands‑on, high‑responsibility role from day one — no waiting years for meaningful work
• Clear career growth path as the company scales
• Supportive, small‑team environment with direct access to leadership