– HR & ADMINISTRATION

Position

HR & Administration Executive

Department

Human Resources & Administration

Reporting To

Operation Head

Job Location

Moshi ,Pune

1. Job Purpose

To manage and coordinate end-to-end HR operations and administrative activities to ensure the smooth and efficient functioning of the organization. The position will be responsible for employee lifecycle management, recruitment, attendance, payroll coordination, statutory compliance, employee relations, office administration, facilities management, security, vendor coordination, documentation, and internal communication.
1. Human Resources Management

- Manage day-to-day HR operations and employee lifecycle activities.
- Maintain employee personal files, records, HR databases, and documentation.
- Handle employee joining, onboarding, induction, confirmation, transfer, and exit formalities.
- Prepare and maintain Offer Letters, Appointment Letters, Confirmation/Increment/Promotion Letters, Experience Letters, Relieving Letters, Warning/Disciplinary Letters, and Full & Final Settlement documents.
- Handle employee queries, concerns, and grievances professionally.
- Maintain confidentiality of employee and company information.
- Ensure proper implementation of HR policies, rules, and procedures.

1. Office Administration

- Manage day-to-day office administrative activities.
- Ensure the smooth and efficient functioning of office facilities.
- Manage office stationery, supplies, equipment, and administrative inventory.
- Coordinate office maintenance, repairs, and service requirements.
- Maintain records of administrative expenses and purchases.
- Coordinate with vendors and service providers.
- Monitor housekeeping, pantry, and general office cleanliness.
- Coordinate AMC, maintenance, and repair activities as required.

1. Visitor & Front Desk Management

- Greet and assist visitors, clients,



and guests professionally.
- Maintain visitor records and ensure proper visitor entry procedures.
- Coordinate visitor information and meeting arrangements.
- Ensure visitors comply with company security protocols.
- Coordinate with concerned employees/departments regarding visitor requirements.

1. Meeting & Conference Coordination

- Schedule and coordinate meetings, conferences, and events.
- Arrange meeting rooms, audio-visual equipment, refreshments, and other required facilities.
- Coordinate with internal departments and external vendors.
- Maintain meeting schedules and related documentation.

1. Travel & Accommodation

- Coordinate domestic and official travel arrangements for employees and management.
- Arrange transportation, hotel bookings, and other travel requirements.
- Coordinate travel schedules and meeting arrangements.
- Maintain travel-related records and documents.
- Support employees travelling to project/site locations.

1. Security & Safety Administration

- Coordinate with security personnel and monitor security arrangements.
- Manage visitor, employee, and vehicle entry procedures.
- Ensure proper access-control procedures are followed.
- Coordinate security arrangements during shutdowns, events, and special activities.
- Support emergency response and evacuation procedures.
- Coordinate with the Safety Department regarding workplace safety-related administrative requirements.

1. Documentation & Record Management





- Maintain proper physical and digital records of HR and Administration documents.
- Ensure employee files and administrative records are updated regularly.
- Maintain confidential documents securely.
- Ensure proper filing and document retrieval systems.
- Support internal and external audits by providing required records.

1. Internal Communication

- Facilitate effective communication between different departments.
- Prepare and circulate HR/Admin notices, circulars, and internal communications.
- Communicate company policies, procedures, and key announcements to employees.
- Coordinate employee meetings and departmental communication.
- Maintain professional communication with employees, management, vendors, and external agencies.

1. Management Reporting & MIS

- Prepare regular HR & Admin MIS reports.
- Prepare manpower, attendance, recruitment, leave, and employee-related reports.
- Prepare administrative expense and facility-related reports.
- Provide accurate HR/Admin data to management for decision-making.
- Maintain HR trackers and databases using MS Excel/HRMS.

1. Other Responsibilities

- Support management in special projects and administrative activities.
- Coordinate with Finance, Purchase, Safety, Production, Operations, and other departments.
- Ensure smooth coordination during shutdowns, site activities, and company events.
- Carry out other HR & Administrative responsibilities as assigned by management from time to time.

1. Qualification & Experience

- Qualification: Graduate in any discipline. MBA/PGDM/MPM in HR / Personnel Management will be an added advantage.
- Experience: 1–2 years of relevant experience in HR & Administration, preferably in a manufacturing, engineering, construction, project, or industrial environment.

Pay: ₹20,000.00 - ₹25,000.00 per month

Benefits

- Provident Fund

Work Location: In person

📌 HR & Admin Executive (Moshi)
🏢 MMP Trade Sourcing
📍 Moshi