Senior Executive - HR & Administration

Vqualify; Mumbai; On-site; INR 900,000 - 2,100,000; Full time

Job summary

VQualify in Mumbai, India, seeks an HR professional to lead Recruitment & Talent Acquisition, onboarding, payroll coordination, and HRMS management. You will own the end-to-end recruitment lifecycle for multiple roles monthly, drive onboarding experiences, and ensure compliance and performance management processes are implemented effectively.

Ideal candidates have MBA/PGDM in HR or strong hands-on HR experience, with a focus on building scalable HR processes in a startup or growing company

Qualifications

• MBA/PGDM in HR preferred.
• Or graduate with strong hands-on HR experience.
• Practical HR experience will carry significant weight.

Responsibilities

• Own the complete recruitment cycle for 5-6 positions per month across functions.
• Create and update JDs and post jobs on multiple platforms.
• Source and shortlist candidates; conduct initial HR screening.
• Coordinate interview feedback and salary discussions within budgets.
• Release offers and follow up with candidates till joining.
• Coordinate onboarding activities and asset allocation for new joiners.
• Maintain attendance, leave, HRMS, and payroll coordination with partners.
• Ensure statutory compliance coordination and performance management processes.

Skills

Recruitment & TA

Onboarding

HRIS & Payroll

Attendance & Leave

Employee relations

AI in HR

Education

MBA/PGDM in HR

Graduate with HR experience

Tools

HRIS software

Payroll systems

Job description

Job Description / Responsibilities

1. Recruitment & Talent Acquisition

Own the complete recruitment cycle for approximately 5-6 positions per month across functions such as:

• Telecalling / Contact Centre
• Regional-language agents
• Team Leaders
• Sales
• MIS / Operations
• Marketing
• Internships
• Managerial positions

Responsibilities include:

• Understand manpower requirements from functional heads.
• Create and update JDs.
• Post jobs across Naukri, LinkedIn, Indeed, Apna, Internshala and other relevant platforms.
• Source and shortlist candidates.
• Conduct initial HR screening.
• Schedule interviews with functional managers.
• Coordinate interview feedback.
• Handle salary discussions and negotiations within approved budgets.
• Release offers.
• Follow up with candidates until joining.
• Coordinate recruitment consultants where required.
• Develop employee referral and college-hiring channels.

Recruitment should be managed as a measurable funnel rather than simply a sourcing activity.

2. Own Recruitment Metrics

Track and improve:

• Open positions
• Applications/sourcing funnel
• Shortlisted candidates
• Interview-to-selection ratio
• Offer acceptance %
• Offer-to-joining %
• Hiring TAT
• Cost per hire
• No-shows
• Early attrition

Particular focus should be given to improving joining and retention for high-volume contact-centre positions.

3. Employee Onboarding

Create a professional and structured onboarding experience.

Own:

Pre-Joining Day 1 First Week Functional Onboarding Probation Confirmation

Responsibilities include:

• Collect joining documents.
• Prepare offer/contract letters.
• Create employee records.
• Coordinate laptop/mobile/SIM/other asset allocation.
• Explain HR policies and workplace expectations.
• Introduce VQualify's culture and values.
• Coordinate functional induction with managers.
• Ensure HRMS/biometric enrolment.
• Track probation and confirmation timelines.

4. Attendance, Leave & HRMS

Take complete ownership of Quikchex HRMS and biometric attendance management.

• Daily attendance monitoring.
• Late-coming records.
• Leave management.
• Attendance regularisation.
• Absenteeism tracking.
• Missing punch resolution.
• Monthly attendance closure.
• Maintaining accurate employee records.

Work closely with managers to ensure attendance discipline while maintaining consistency and fairness.

5. Payroll Coordination

VQualify works with a third-party payroll partner.

You will own the internal payroll process and vendor coordination, including:

• Monthly attendance inputs
• Leave inputs
• New joiners
• Exits
• Salary revisions
• Incentives
• Deductions
• Loss of pay
• Other payroll inputs

Validate payroll output before processing and resolve employee payroll queries.

The objective is accurate and timely payroll with minimum employee escalations.

6. Statutory Compliance Coordination

Our external payroll/compliance partner manages statutory processing.

You will coordinate and maintain required documentation relating to:

• PF
• ESIC
• Professional Tax
• Gratuity
• Shops & Establishments
• Applicable labour compliance
• POSH

Hands-on statutory processing is not mandatory, but you should understand the basics well enough to coordinate with partners, maintain records and identify gaps.

7. Performance Management

Work with functional heads to create and execute a structured performance-management process:

KRAs/KPIs Performance Tracking Reviews Feedback PIP Rewards Increment/Promotion

Responsibilities include:

• Ensure employees have clearly defined KRAs/KPIs.
• Coordinate monthly/quarterly reviews.
• Maintain performance records.
• Track underperformance.
• Coordinate Performance Improvement Plans.
• Support increment and promotion cycles.
• Coordinate Rewards & Recognition.
• Ensure managers close performance reviews on time.

HR's role should be to create discipline and consistency around performance, while functional managers remain accountable for employee outcomes.

8. Build a High-Performance Startup Culture

This is one of the most important parts of the role.

Help us build an organisation where employees demonstrate:

• Ownership
• Accountability
• Speed
• Customer focus
• Data-driven decision making
• AI adoption
• Continuous learning
• Performance orientation

You should be willing to challenge practices that create unnecessary bureaucracy while creating enough structure for the organisation to scale.

9. Employee Engagement

Independently plan and execute employee-engagement initiatives such as:

• Monthly engagement activities
• Birthdays and work anniversaries
• Festivals
• Town halls
• Rewards & Recognition
• Employee feedback initiatives
• Team outings
• Learning sessions
• Internal communication

Budgets for individual initiatives will be proposed and taken for approval from the CEO.

We are looking for meaningful engagement, not activities merely for photographs.

10. Employee Relations, Grievances & Discipline

Act as the first HR point of contact for:

• Employee concerns
• Manager-employee conflicts
• Workplace grievances
• Behavioural issues
• Attendance concerns
• Policy violations
• Disciplinary matters

Handle employee issues professionally, confidentially and objectively while balancing employee fairness with organisational discipline.

11. HR Policies & Documentation

Help implement, improve and maintain policies covering:

• Attendance
• Leave
• Working hours
• Code of Conduct
• POSH
• Performance
• Probation
• Notice period
• Reimbursements
• Work from Home
• Other employee policies

Ensure policies don't merely exist as documents they should be communicated, understood and consistently followed.

12. Employee Lifecycle Documentation

Independently maintain:

• Offer/contract letters
• Joining documentation
• Employee files
• Confirmation letters
• Salary-revision letters
• Performance/PIP documentation
• Warning letters
• Resignation records
• Relieving letters
• Experience letters
• No-dues documentation
• Full & Final coordination

Employee documentation should be complete, accurate and easily retrievable.

13. Exit & Attrition Management

Own the complete exit process:

Resignation Notice Period Handover Asset Recovery Exit Interview No Dues F&F Relieving

Track:

• Monthly attrition
• Early attrition
• Function-wise attrition
• Reasons for leaving
• Regrettable/non-regrettable exits

Identify recurring causes and recommend corrective action to management.

14. Office Administration

Own day-to-day office administration, including:

• Laptop/desktop inventory
• Mobile/SIM allocation
• Asset management
• Office supplies
• Pantry
• Housekeeping
• Security
• Repairs and maintenance
• Internet/telecom coordination
• Vendor management
• Courier
• Travel coordination
• Office/lease-related administrative coordination
• Maintain appropriate vendor and expense records.

15. Asset Management

Maintain an accurate employee asset register covering:

• Asset identification
• Issue date
• Employee allocation
• Asset condition
• Transfers
• Returns
• Exit clearance

Ensure company assets are recovered before employee exit clearance is completed.

16. HR MIS & Analytics

Prepare a monthly HR dashboard covering:

• Headcount
• Open positions
• Hiring funnel
• Hiring TAT
• Offer-to-joining %
• Attendance
• Late coming
• Absenteeism
• Attrition
• Early attrition
• Employee costs
• Performance-review status
• Engagement activities

We want HR decisions increasingly supported by data rather than intuition alone.

17. AI-Enabled HR

VQualify actively encourages the use of AI.

You should be comfortable usingor willing to learntools such as:

ChatGPT | Claude | Gemini

for:

• JD creation
• Candidate screening
• Interview preparation
• HR communication
• Policy drafting
• Employee surveys
• HR analytics
• Excel support
• Training material
• Productivity improvement

AI should help HR become faster and more effective, not replace human judgement.

Desired profile of the candidate

For this position, relevant practical HR experience will carry significant weight.

Qualification

• MBA / PGDM in HR preferred

OR

• Graduate with strong hands-on HR experience For this position.