Gilco Global is looking for someone who can do both—for our Chandigarh operations.

HR & ADMINISTRATION EXECUTIVE – CHANDIGARH OPERATIONS

Location: Zirakpur, Chandigarh Tricity

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 responsible, organised and ownership-driven HR & Administration Executive to manage the day-to-day people and administrative requirements of our Chandigarh operations.

The role is based at our Zirakpur office and involves close coordination with office employees, field technicians, supervisors, reporting managers, vendors and the central management team.

This is not a recruitment-only or documentation-only position. The person must remain actively involved in attendance, employee coordination, hiring, joining formalities, office administration, documentation, training support and the closure of pending matters.

We need someone who can understand what is happening within the branch, identify concerns early, communicate with the right people and ensure that tasks do not remain pending simply because a reminder was not given.

ROLE PURPOSE The HR & Administration Executive will serve as the primary coordination point for employees and administrative matters within the Chandigarh operation.

The role requires a practical balance of:

- Employee support and organisational discipline
- Coordination and independent follow-through
- Accurate documentation and timely action
- Approachability with employees and firmness on processes
- Branch-level ownership and coordination with central teams

KEY RESPONSIBILITIES

Employee Coordination & People Management

- Act as the first HR coordination point for employees, field technicians and supervisors associated with the Chandigarh operation.
- Maintain regular communication with employees and remain aware of attendance, workplace and people-related concerns.
- Address routine employee queries and concerns professionally, sensitively and confidentially.
- Maintain a fair balance between employee support and adherence to company policies.
- Coordinate with reporting managers regarding employee performance, conduct, attendance and workplace discipline.
- Follow up on employee commitments, explanations, approvals and pending actions until closure.
- Identify recurring concerns that may affect employee morale, productivity or retention.
- Escalate sensitive or reliable matters to the appropriate management authority without unnecessary delay.
- Encourage professional conduct, accountability and respectful workplace communication.

Attendance, Leave & Payroll Coordination

- Monitor daily attendance, punctuality, absenteeism, leave applications and attendance compliance.
- Ensure that attendance and leave records are complete, accurate and supported by the required approvals.
- Follow up on missing login or logout records, unauthorised absence and attendance discrepancies.
- Coordinate with employees and reporting managers for timely correction of attendance records.
- Prepare accurate monthly attendance and payroll inputs for submission to the concerned team.
- Maintain proper records of leave balances, deductions, compensatory work and other attendance-related matters.
- Track employee probation, confirmation, salary reviews and other employment milestones.




- Ensure that attendance concerns are addressed promptly rather than carried forward to payroll closure.

Recruitment & Manpower Coordination

- Coordinate recruitment requirements for administrative, technical, field, service and project-related positions.
- Understand job requirements before beginning candidate sourcing or screening.
- Source and screen candidates against the experience, location, compensation and joining requirements of each position.
- Conduct preliminary HR discussions and assess candidates for communication, stability, suitability and availability.
- Schedule interviews with the concerned managers and maintain timely communication with candidates.
- Follow up with shortlisted candidates regarding documentation, compensation discussions and joining timelines.
- Maintain updated recruitment trackers reflecting open positions, interview status, selected candidates and expected joiners.
- Highlight recruitment delays, candidate dropouts and manpower bottlenecks to management in a timely manner.
- Support local manpower planning by maintaining visibility over vacancies, expected separations and operational requirements.

Joining, Induction & Employee Documentation

- Manage joining formalities and ensure that all required employee documents are collected and verified.
- Prepare or coordinate offer letters, appointment documentation and other joining-related records.
- Conduct or coordinate induction and orientation for new employees.
- Familiarise new joiners with company policies, attendance procedures, reporting structures and workplace expectations.
- Ensure that new employees understand their role, reporting responsibilities and required systems.
- Follow up with new joiners during their initial employment period and identify concerns requiring attention.
- Maintain complete and organised employee personal files and digital records.
- Track probation, confirmation, transfers, increments, changes in designation and other employee lifecycle developments.
- Coordinate resignation acknowledgements, handovers, clearances, exit documentation and Full & Final settlement inputs.
- Ensure that company property and documents are properly recovered during employee separation.

Office Administration & Branch Coordination

- Take ownership of the routine administration of the Chandigarh office.
- Ensure that the office remains organised, functional, professional and adequately supported.
- Monitor stationery, office supplies and other routine administrative requirements.
- Coordinate with local vendors and service providers for approved office requirements.
- Maintain proper records of administrative purchases, invoices, approvals and supporting documents.
- Coordinate bills and payment documentation with the Accounts and Management teams.
- Maintain an updated record of company assets issued to employees.

Field-Team & Operational Support

- Maintain effective coordination between the office and regional field teams.
- Assist employees with HR and administrative requirements without disrupting operational responsibilities.
- Coordinate documentation and employee-related follow-ups with service, project and reporting teams.




- Support the communication of company instructions, policies, training schedules and administrative requirements.

Training & Employee Engagement

- Coordinate employee participation in training and review sessions.
- Maintain records of scheduled training, attendance and required follow-up actions.
- Assist with induction, policy awareness and workplace-process training.
- Support appropriate employee engagement and internal communication initiatives.
- Encourage employees to communicate concerns through the proper channels.
- Help maintain a professional, respectful and accountable workplace culture.
- Identify training or communication gaps and bring them to management’s attention.

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.
- Share timely updates with central HR, Accounts and Management teams.
- Maintain employee and branch documentation in an organised and confidential manner.
- Assist in maintaining applicable employment and statutory records at the branch level.
- Ensure that employee data is handled carefully and shared only with authorised persons.
- Flag potential HR, administrative or compliance risks before they become larger problems.

EXPERIENCE & ELIGIBILITY

- Minimum 1 year of hands-on experience in a similar HR & Administration role is mandatory.
- Candidates must have practical exposure to people coordination, attendance and leave management, recruitment, onboarding, employee documentation and office administration.
- Candidates with experience limited only to recruitment will not be preferred.
- Experience in an engineering, elevator, service, project, 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, documentation and problem-solving abilities are essential.
- Ability to handle employee matters calmly, objectively and confidentially.
- Working knowledge of MS Excel or Google Sheets, email and HR or attendance systems.
- Good written and verbal communication skills in English and Hindi.
- Knowledge of Punjabi would be an advantage.
- Candidates must be comfortable commuting regularly to the Zirakpur office.
- Immediate or short-notice joiners will be preferred.

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.

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

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. Strong people coordination, responsive HR support, accurate administration and operational discipline are therefore integral to our 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 | Chandigarh

📌 Recruitment fills a position. Good HR gives people a reason to stay (Chandigarh)
🏢 Gilco Global
📍 Chandigarh