HR Executive

Numakers FB Users Group; Pipodara; On-site; INR 450,000 - 650,000; Full time

Job summary

Numakers FB Users Group in Gujarat is seeking an HR professional to lead HR foundation setup, recruitment, onboarding, payroll processing, and statutory compliance for 2025 and beyond. You will design JDs, KRAs/KPIs, and governing policies, establish a digital employee master database, and build a robust attendance, leave, and grievance framework for a compliant and efficient workplace.

The role involves coordinating with factory operations, managing HR records, and executing structured

Responsibilities

• Prepare the organisation chart with reporting lines for all departments.
• Build a structured digital employee master database.
• Audit existing personnel files and submit a gap report.
• Draft the Employee Handbook / Policy Manual for Numakers' review.
• Write JDs and KRA/KPI frameworks for all 2025 unique roles.
• Prepare the statutory compliance audit report (PF, ESIC, PT, factory records).
• Create a standard library of HR letters and forms.
• Draft the attendance and leave policy aligned to shift patterns, and the grievance and disciplinary policy with an escalation matrix.

Job description

Key responsibilities

1. HR foundation setup (Phase 1)

• Prepare the organisation chart with reporting lines for all departments.
• Build a structured digital employee master database.
• Audit existing personnel files and submit a gap report.
• Draft the Employee Handbook / Policy Manual for Numakers' review.
• Write JDs and KRA/KPI frameworks for all 2025 unique roles.
• Prepare the statutory compliance audit report (PF, ESIC, PT, factory records).
• Create a standard library of HR letters and forms.
• Draft the attendance and leave policy aligned to shift patterns, and the grievance and disciplinary policy with an escalation matrix.

2. Recruitment and onboarding

• Run the manpower requisition and approval workflow.
• Post jobs, screen candidates, and schedule and coordinate interviews.
• Issue offer and appointment letters; coordinate background and reference checks.
• Collect pre-joining documents: ID and address proof, PAN, Aadhaar, bank details, certificates, previous relieving letter, photos and medical fitness where applicable.
• Complete Day 1 formalities: joining report, personal data form, PF/ESIC/UAN registration, nominee forms, salary account, ID card and asset issue record.
• Deliver structured induction: company and products, department orientation, safety and factory rules, policy sign-off, buddy assignment, and 7/30/90-day check-ins.
• Track probation and issue confirmation letters.

3. Documentation and records

• Maintain a physical and digital personnel file for every employee with a standard index.
• Maintain statutory registers under the Factories Act, Shops & Establishment Act, Minimum Wages Act, Payment of Wages Act and Contract Labour Act (where applicable).
• Handle contract labour documentation and principal employer compliance if contractors are engaged.
• Follow the document retention and confidentiality protocol; submit a monthly document compliance checklist.

4. Payroll management

• Capture and reconcile attendance against biometric records or registers.
• Calculate overtime as per law; track leave balances and encashment.
• Process monthly salary, prepare the salary register, and generate and distribute payslips.
• Track reimbursements, advances and loan deductions; process salary revision and increment letters.
• Share the payroll input sheet with accounts by the agreed monthly cut-off.
• Complete full and final settlements within 30 days of exit.
• Keep salary data restricted to Numakers management and the Agency supervising manager.

5. Statutory compliance

• PF (EPFO): UAN generation, monthly ECR and challans, KYC seeding, transfers, withdrawals, exit marking and annual returns.
• ESIC: IP registration, monthly contributions, TIC issue, accident reporting (Form 12/16), dispensary linkage and claim help.
• Professional Tax and Labour Welfare Fund deductions and remittances.
• Coordinate TDS on salary and Form 16 with accounts / CA.
• Track gratuity eligibility and compute it on exit; compute bonus and file Form D under the Payment of Bonus Act.
• Ensure Maternity Benefit Act compliance.
• POSH: constitute the Internal Committee, appoint the external member, run annual awareness training and file the annual return.
• Track renewals of the factory licence and contract labour licence.
• Support Labour, PF and ESIC inspections alongside the Agency manager.
• Share the compliance calendar at the start of each financial year.

6. Performance management

• Design JDs and KRA/KPIs for every role with department heads.
• Run goal-setting at the start of the year and document quarterly reviews.
• Run the annual appraisal: self-appraisal, manager evaluation, normalisation and increment recommendations.
• Manage Performance Improvement Plans for underperformers.
• Prepare appraisal MIS with distribution analysis.

7. Training and development

• Identify training needs annually and at induction.
• Build and run the annual training calendar: on-the-job, safety, quality, soft skills, POSH, first aid and fire.
• Identify internal trainers; source external trainers with prior approval.
• Keep attendance, feedback and effectiveness records; maintain each department's skill matrix and individual training records.

8. Employee relations, grievance and discipline

• Run the grievance mechanism (box, register, email) and maintain the grievance register with root cause and resolution.
• Hold monthly one-on-ones with a sample of employees, plus skip-level connects.
• Draft disciplinary documents per natural justice: show-cause notice, domestic enquiry, enquiry report and punishment order, vetted by the Agency manager.
• Draft legally compliant warning, suspension and termination letters.
• Run the exit process: resignation acceptance, exit interview, clearance, relieving and experience letters, and quarterly exit analysis.
• Handle and document absconding cases.

9. Employee engagement and welfare

• Plan and run the annual engagement calendar: festivals, birthdays, work anniversaries, sports, family day and annual day.
• Run reward and recognition: employee of the month, long service, safety awards and the suggestion scheme.
• Inspect canteen, drinking water, restrooms, PPE and first aid periodically and report findings.
• Review the suggestion box monthly; run the annual satisfaction survey with an action plan.
• Coordinate health check-up camps and awareness sessions.

10. HR MIS and reporting

• Monthly: headcount and movement, attendance and absenteeism %, overtime hours, attrition %, joiners and exits, grievance summary, compliance certificate, training conducted, open positions.
• Quarterly: attrition root cause, exit interview themes, engagement report, skill matrix update.
• Annual: manpower budget input, salary benchmarking, HR cost per employee, training effectiveness and compliance audit summary.