Human Resources & Administration Manager

About the Company

We are an architecture, building solutions, and landscape consulting company providing end-to-end professional services for building and landscape projects. Our work brings together architecture, design, technical consultancy, project coordination, construction-related services, and landscape solutions.

We are looking for a dynamic and responsible Human Resources & Administration Manager who can build and manage the company's workforce, HR systems, administrative processes, reporting, and people-related operations while supporting the management team in achieving business objectives.

Position

Job Title: Human Resources & Administration Manager

Department: Human Resources & Administration

Reports To: Managing Director / Director

Location: [Location]

Employment Type: Full-Time

Role Summary The HR & Administration Manager will be responsible for managing the complete employee lifecycle, from manpower planning and recruitment to onboarding, performance management, payroll coordination, employee records, KPI monitoring, reporting, and exit processes.

The candidate will also support the management team with company profile presentations, business documentation, client relationship coordination, internal reporting, and administrative operations.

This role requires someone who is highly organized, people-oriented, commercially aware, and capable of coordinating with employees, management, consultants, clients, vendors, and external professionals.

Key Responsibilities

- Recruitment & Manpower Planning

- Identify the manpower requirements of the company in consultation with management and department heads.
- Prepare job descriptions and recruitment requirements for all necessary positions.
- Source, screen, shortlist, interview, and coordinate the selection of candidates.
- Recruit employees across different functions, including:

- Architects
- Landscape architects
- Interior/design professionals
- Civil/structural and other technical professionals
- Project and site staff
- Drafting/BIM/CAD professionals
- Quantity surveying/estimation staff
- Sales and business development staff
- Administration and support staff
- Accounts and finance staff
- Other specialist and operational positions as required

- Maintain a recruitment pipeline and ensure positions are filled within agreed timelines.
- Coordinate offer letters, employment documentation, background verification, and joining formalities.

2.

Employee

Onboarding & HR Operations

- Develop and manage a structured employee onboarding process.
- Maintain employee records, contracts, attendance, leave, and other HR documentation.
- Establish and maintain HR policies, procedures, employee handbook, and workplace rules.
- Manage probation confirmation, employee transfers, promotions, increments, and resignations.
- Handle employee queries and support management in resolving workplace issues.
- Maintain confidentiality of employee and company information.

3. Payroll & Accounts Coordination
- Coordinate monthly payroll preparation with the accounts/finance team.
- Verify attendance, leave, overtime, deductions, incentives, and salary changes before payroll processing.
- Maintain accurate salary and employee-related records.
- Coordinate statutory and employee-related payroll requirements with the accounts/finance team and external professionals, where applicable.
- Prepare monthly payroll summaries and management reports.
- Coordinate with the accounts department to ensure timely salary processing and employee payments.

Note: The HR Manager is responsible for payroll coordination and verification; the accounting team or qualified finance professional will remain responsible for accounting, taxation, statutory financial reporting,



and financial controls unless otherwise assigned by management.

- Performance Management & KPI

- Establish a clear KPI framework for different departments and positions.
- Work with department heads to define measurable employee objectives.
- Track employee performance against agreed KPIs.
- Prepare monthly/quarterly KPI reports for management.
- Coordinate performance reviews and appraisal processes.
- Identify performance gaps and coordinate improvement plans.
- Support management in developing incentive and performance-based reward systems.
- Ensure employee performance is aligned with company goals, project requirements, deadlines, quality standards, and client expectations.

5. HR & Management Reporting

Prepare regular management reports covering:

- Headcount and manpower status
- Recruitment status
- Employee attendance and leave
- Payroll summary
- Employee turnover
- New joiners and exits
- Department-wise staffing
- KPI/performance status
- Recruitment pipeline
- Employee cost and manpower trends
- Training and development activities
- HR issues requiring management attention

The HR Manager should be capable of converting HR information into clear, practical management reports and recommendations.

- Company Profile & Presentation Support

- Maintain and regularly update the company's corporate profile.
- Coordinate information required for company presentations, proposals, capability statements, and client presentations.
- Collect project information, team profiles, credentials, photographs, project statistics, and service information from relevant departments.
- Ensure company profiles and presentations are professional, accurate, consistent, and up to date.
- Coordinate with management/design teams for preparation of presentations for prospective clients, consultants, and business partners.

7. Client Relationship Management Support

Although this is primarily an HR and administration position, the HR & Administration Manager will also support management in maintaining professional client relationships.

Responsibilities may include

- Coordinating meetings with clients and consultants.
- Maintaining client and consultant contact databases.
- Coordinating follow-ups and meeting schedules.
- Preparing meeting notes and action points.
- Ensuring internal teams follow up on agreed actions.
- Supporting preparation of client presentations and company credentials.
- Maintaining professional communication with clients and business partners.
- Escalating important client-related matters to management.

8. Administration & Office Management
- Manage day-to-day administrative requirements of the company.
- Coordinate office facilities, vendors, service providers, and general administrative requirements.
- Maintain company documents, registers, licenses, contracts, and important records.
- Establish systems for document control and internal communication.
- Coordinate meetings, events, employee activities, and company functions.
- Support management in implementing company policies and operational procedures.

9. Employee Engagement & Development
- Develop employee engagement initiatives.
- Identify training and development requirements.
- Coordinate internal and external training programs.
- Encourage professional development and a positive workplace culture.
- Monitor employee satisfaction and identify areas for improvement.




- Support management in building a professional, accountable, and collaborative work culture.

10. Compliance & HR Documentation
- Ensure HR practices and employee documentation are maintained in accordance with applicable employment laws and company policies.
- Maintain proper employment records.
- Coordinate with external HR/legal consultants where specialist advice is required.
- Ensure required employee documentation is completed and updated.
- Maintain confidentiality and proper access control for sensitive employee information.

Key Deliverables / KPIs for the HR Manager The successful candidate will be evaluated on measurable outcomes such as:

AreaKPI / Expected OutcomeRecruitmentPositions filled within agreed timelinesRecruitment QualitySuccessful employees retained after probationEmployee Records100% accurate and updated employee recordsPayrollAccurate and timely monthly payroll coordinationAttendanceAccurate monthly attendance and leave recordsPerformanceDepartment-wise KPI system implemented and monitoredReportingAccurate monthly HR/management reportsEmployee RetentionReduction in avoidable employee turnoverOnboardingNew employees properly onboarded within defined timelineTrainingTraining requirements identified and trackedAdministrationSmooth and timely completion of administrative activitiesClient SupportTimely coordination of client-related administrative requirementsCompany ProfileCompany profile and presentation materials kept current

Candidate Profile

We are looking for a candidate who is:

- Experienced in HR management, recruitment, and administration.
- Comfortable managing recruitment for both technical and non-technical positions.
- Strong in communication, coordination, documentation, and follow-up.
- Comfortable working directly with senior management.
- Able to create and interpret HR reports and KPI dashboards.
- Familiar with payroll and employee cost coordination.
- Commercially aware and comfortable interacting with clients and consultants.
- Good at preparing qualified presentations and company profile documents.
- Highly organized and capable of managing multiple priorities.
- Proactive, responsible, and capable of working independently.
- Comfortable working in a fast-paced architecture/design/construction-related environment.

Preferred Experience

Experience: 5–10 years in HR, administration, HR operations, or a similar managerial role.

Experience in an architecture, engineering, construction, interior design, landscape, consultancy, real-estate, or project-based organization will be an advantage.

Qualifications

- Bachelor's degree in Human Resources, Business Administration, Management, or a related field.
- MBA/PG qualification in HR or Business Management is preferred.
- Good working knowledge of MS Office/Google Workspace.
- Strong Excel/reporting skills are preferred.
- Familiarity with HRMS/payroll systems is an advantage.

Key Competencies

People Management | Recruitment | HR Operations | Payroll Coordination | KPI Management | Reporting & MIS | Administration | Communication | Presentation Skills | Client Coordination | Employee Relations | Problem Solving | Planning & Organization

What Success Looks Like The ideal HR Manager will not simply maintain employee records or conduct recruitment.

They will become a key operational partner to management, ensuring that the company has the right people, in the right roles, with clearly defined responsibilities and measurable KPIs, while maintaining efficient HR, payroll coordination, reporting, administration, and professional client-facing support.

The person should be capable of building the HR function from the ground up and creating systems that allow the company to scale in a structured and professional manner.

📌 Walk-in || Human Resource Manager (Chennai)
🏢 Duraisamy Dhanalakshmi
📍 Chennai