Job Description HR & Admin Executive

(Employee Engagement & HR Operations)

Position

Job Title: HR & Admin Executive

Department: Human Resources & Administration

Reporting To: HR Manager

Role Summary

We are looking for an enthusiastic and organized HR & Admin Executive to manage Human

Resources and Administration with equal responsibility. The role requires someone who can

create an engaging workplace culture while ensuring smooth HR operations and office

administration. The ideal candidate should enjoy interacting with employees, coordinating

events, managing HR documentation, and supporting recruitment activities.

Key Responsibilities

A. Human Resources (50%)

1. Employee Engagement & Culture (Primary Focus)

- Plan and execute the annual employee engagement calendar.
- Organize activities, games, quizzes, competitions, and team-building initiatives.
- Coordinate birthday celebrations, work anniversaries, festivals, cultural events, and office

decorations.

- Plan monthly employee engagement activities, wellness programs, learning sessions, and

recreational events.

- Organize quarterly town halls, team outings, annual celebrations, sports events, and CSR

activities.

- Drive Reward & Recognition (R&R;) initiatives including Employee of the Month, Spot

Awards, peer recognition, and appreciation campaigns.

- Conduct employee pulse surveys and collect feedback to improve employee experience.
- Create event communications, posters, invitations, newsletters, and employee

announcements.

- Coordinate with vendors for event arrangements including catering, gifts, dcor,

entertainment, and logistics.

- Track employee participation and prepare engagement reports.2. Recruitment Coordination
- Source candidates through job portals and internal databases.
- Screen resumes based on job requirements.
- Call candidates to explain job opportunities and assess initial suitability.
- Schedule interviews and coordinate with hiring managers.
- Maintain interview schedules and candidate trackers.




- Coordinate interview feedback and candidate follow-ups.
- Support offer rollout and joining formalities.

3. HR Operations & Documentation

- Prepare employment documents including Offer Letters, Appointment Letters,

Confirmation Letters, Promotion Letters, Experience Letters, Relieving Letters, Warning

Letters, Appreciation Letters, and other HR communications.

- Prepare HR forms, employee declarations, and policy acknowledgements.
- Maintain employee personnel files and digital records.
- Coordinate onboarding documentation and induction.
- Manage attendance, leave records, and employee database.
- Support performance appraisal and probation confirmation processes.
- Coordinate employee exit formalities and full & final documentation.
- Ensure HR records are updated and confidential.

B. Administration (50%)

Office Administration

- Ensure smooth day-to-day office administration.
- Manage housekeeping, pantry, office supplies, and stationery.
- Maintain office ambience and workplace aesthetics.
- Coordinate office seating arrangements and meeting rooms.
- Ensure employee workstations are ready for new joiners.

Vendor & Facility Management

- Coordinate with housekeeping, security, maintenance, and facility vendors.
- Manage office repairs and maintenance activities.
- Handle procurement of office supplies and maintain inventory.
- Obtain quotations, negotiate with vendors, and process purchase requests.
- Maintain vendor database and service contracts.Event Administration
- Arrange logistics for employee engagement events.
- Coordinate venue bookings, catering, transportation, photography, and event materials.
- Manage event budgets and vendor payments.




- Ensure smooth execution of all office celebrations and activities.

Administrative Support

- Maintain office records and documentation.
- Support travel bookings and accommodation arrangements.
- Coordinate courier, dispatch, and visitor management.
- Assist with office compliance and administrative audits.

Key Performance Indicators (KPIs)

Employee Engagement

- Successful execution of recurring employee engagement activities.
- Timely completion of monthly engagement events.
- High employee participation and satisfaction scores.
- Effective execution of festival celebrations and cultural activities.
- Successful implementation of Reward & Recognition programs.

Recruitment

- Timely candidate screening and interview coordination.
- Candidate response and follow-up efficiency.
- Joining ratio and recruitment turnaround time.

HR Operations

- Accuracy and timeliness of HR letters and documentation.
- Employee record management.
- Onboarding completion within defined timelines.
- Compliance with HR policies and documentation standards.

Administration

- Smooth office operations.
- Timely vendor management and procurement.• Office maintenance and facility uptime.
- Budget adherence for administrative and engagement activities.

Skills Required

- Excellent communication and interpersonal skills.
- Strong event planning and coordination abilities.
- Confident in candidate interaction and interview coordination.
- Experience drafting HR letters and maintaining documentation.
- Good knowledge of MS Office (Word, Excel, PowerPoint).
- Ability to manage multiple priorities and deadlines.
- Robust organizational and vendor management skills.
- Creative mindset with a passion for employee engagement.

Qualification

- Bachelor's degree in Human Resources, Business Administration, or a related field.
- MBA/PGDM in HR is preferred.

Experience

- 2–4 years of experience in HR Operations, Recruitment Coordination, Employee

Engagement, and Administration.

📌 HR & Admin Executive (Noida)
🏢 Zapminati
📍 Noida