HR & ADMINISTRATION EXECUTIVE – MUMBAI OPERATIONS

Location: Tardeo, Mumbai

Department: Human Resources & Administration

Employment Type: Full-time | Office-based

Experience: Minimum 1 year in a similar HR & Administration role – Mandatory

Industry Preference: Engineering / Elevators / Service / Projects / Manufacturing / Construction / Field Operations

ABOUT THE ROLE

Gilco Global is looking for a hands-on, responsible and ownership-driven HR & Administration Executive to independently manage the day-to-day people and administrative requirements of our Mumbai operations.

This is not a purely desk-based HR or recruitment role.

We are looking for someone who remains closely connected with employees and field teams, understands day-to-day people matters, maintains discipline and documentation, follows up until matters are closed, and takes ownership rather than waiting for repeated instructions.

The right person should be approachable with employees, firm on processes, organised in execution and capable of identifying issues before they become problems.

Simply put, we need someone who can take ownership of HR & Administration for our Mumbai operations and make sure things get done.

KEY RESPONSIBILITIES

People Management & Employee Relations

- Act as the primary HR coordination point for employees and field teams in Mumbai.
- Maintain regular interaction with employees and stay aware of day-to-day workplace and people-related concerns.
- Handle routine employee queries, grievances and concerns with maturity, confidentiality and sensitivity.
- Maintain a healthy balance between employee support and organisational discipline.
- Reinforce company policies, professional conduct and workplace expectations.
- Coordinate with reporting managers on employee performance, attendance, conduct and other people-related matters.
- Identify recurring employee concerns and escalate matters requiring management intervention.
- Follow up on employee commitments and pending actions through to closure.

Attendance, Leave & HR Operations

- Monitor daily attendance, punctuality, absenteeism, leave and attendance compliance.
- Ensure leave applications and attendance records are properly maintained and approved.
- Follow up on attendance discrepancies and missing records.
- Prepare and share accurate monthly attendance and payroll inputs with the concerned team.
- Maintain employee records, personal files and HR documentation.
- Track probation, confirmation, increments and other employment milestones.
- Issue or coordinate routine HR letters and documentation as required.
- Maintain confidentiality and accuracy of employee information.

Recruitment & Manpower Coordination

- Coordinate recruitment requirements for Mumbai operations, including technical, field, service and support positions.
- Source and screen candidates against defined job requirements.
- Conduct preliminary HR discussions and coordinate subsequent interview rounds.
- Schedule interviews with concerned managers and ensure timely candidate communication.
- Follow up with selected candidates regarding documentation, compensation discussions and joining.
- Maintain updated recruitment trackers and candidate records.




- Support manpower planning by highlighting open positions, expected joiners and recruitment bottlenecks.

Joining, Induction & Employee Lifecycle

- Manage joining formalities and ensure complete employee documentation.
- Coordinate induction and orientation for new employees.
- Familiarise current joiners with company policies, attendance processes, reporting structures and workplace expectations.
- Follow up with new employees during their initial period and identify any concerns requiring attention.
- Maintain employee lifecycle records from joining through confirmation and eventual separation.
- Coordinate resignations, handovers, clearances, exit documentation and Full & Final inputs.

Office & Administration Management

- Take ownership of routine office administration for the Mumbai office.
- Ensure the office remains organised, functional and adequately supported.
- Coordinate stationery, office supplies and other day-to-day administrative requirements.
- Liaise with local vendors and service providers as required.
- Maintain records of administrative purchases, invoices and supporting documents.
- Coordinate bills and approvals with the concerned internal teams.
- Maintain proper records of company assets issued to employees.
- Coordinate requirements relating to ID cards, uniforms, PPE, devices and other employee assets wherever applicable.
- Assist with meetings, training, travel and other local arrangements when required.

Employee Engagement & Workplace Coordination

- Help maintain a professional, respectful and accountable work environment.
- Remain accessible to employees while maintaining appropriate HR boundaries and confidentiality.
- Support employee engagement and internal communication initiatives.
- Coordinate training requirements and employee participation as required.
- Understand employee concerns that could potentially affect morale or retention and bring them to management's attention appropriately.
- Encourage timely communication and stronger coordination between office and field teams.

MIS, REPORTING & COMPLIANCE SUPPORT

- Maintain accurate and updated HR and Administration trackers.
- Prepare periodic reports covering manpower, recruitment, attendance, leave, joining, exits and pending employee matters.
- Maintain employee and branch-related documentation in an organised and retrievable manner.
- Coordinate with central HR, Accounts and Management teams for required information and documentation.
- Assist in maintaining applicable employment and statutory records at the branch level.
- Flag potential HR, administrative or compliance risks in a timely manner.
- Ensure pending matters are actively followed through to closure rather than merely reported.

EXPERIENCE & ELIGIBILITY





- Minimum 1 year of hands-on experience in a similar HR & Administration position is mandatory.
- Candidates must have practical exposure to people management, attendance & leave management, recruitment coordination, onboarding, employee documentation and office administration.
- Candidates whose experience is limited only to recruitment will not be preferred.
- Experience in an engineering, elevator, service, manufacturing, construction, facilities or field-oriented organisation will be an advantage.
- Must be comfortable interacting with field technicians, supervisors, managers, vendors and office employees.
- Strong follow-up, coordination and problem-solving abilities are essential.
- Ability to handle employee matters calmly, objectively and professionally.
- Working knowledge of MS Excel/Google Sheets, email and HR/attendance systems is expected.
- Good written and verbal communication skills in English and Hindi.
- Knowledge of Marathi would be an advantage.
- Candidates should be comfortable commuting regularly to Tardeo, Mumbai.

Freshers and candidates without relevant HR & Administration experience will not be considered for this position.

PREFERRED QUALIFICATION

Graduate in Human Resources, Business Administration, Commerce or a related discipline.

MBA/PGDM or another professional qualification in Human Resources would be an advantage. However, practical experience, maturity, people-handling ability and ownership will carry greater weight.

WHO WILL SUCCEED IN THIS ROLE?

We are looking for someone who does not wait to be reminded about every task.

The ideal candidate notices when something is pending, follows it up, speaks to the right people and takes it through to closure. They should know the employees they support, understand what is happening on the ground and be able to distinguish between a routine matter they can resolve independently and an issue that needs management intervention.

The person should be equally comfortable listening to an employee, enforcing a process, coordinating an interview, checking attendance, resolving an administrative issue or following up with a vendor.

Most importantly, we are looking for someone who can genuinely take the position:

“Mumbai HR & Administration is my responsibility, and I will make sure it runs well.”

ABOUT GILCO GLOBAL

Gilco Global operates in the elevator and vertical mobility industry, providing solutions across elevators, escalators, moving walks, modernisation, maintenance and specialised mobility applications.

Our operations bring together corporate, project, service and field teams, making strong people coordination, responsive HR support and operational discipline integral to the organisation.

HOW TO APPLY

Candidates meeting the above requirements are requested to send their updated resume to:

[email protected]

Email Subject: Application – HR & Administration Executive | Mumbai

Please mention the following details while applying:

- Current location
- Total experience
- Relevant HR & Administration experience
- Current CTC
- Expected CTC
- Notice period / earliest possible joining date

Please note: Minimum 1 year of relevant experience in a similar HR & Administration position is mandatory.

📌 HR & ADMINISTRATION EXECUTIVE – MUMBAI OPERATIONS (Gurugram)
🏢 Gilco Global
📍 Gurugram