Job Description – Senior HR Executive

Job Title: Senior HR Executive
Department: Human Resources
Location: Kochi / Corporate Office
Reporting To: Manager – HR / Head – HR & Operations
Industry: Automobile Dealership / Pre-Owned Luxury Automotive

1. Job Purpose

The Senior HR Executive will support the HR Manager in managing and executing day-to-day HR operations across the organization, ensuring timely completion of HR processes, employee documentation, attendance and payroll coordination, recruitment support, employee engagement, statutory compliance, HRMS administration and employee relations.

The role will act as the operational backbone of the HR department, taking ownership of routine HR activities and ensuring that issues requiring managerial intervention are escalated appropriately.

The position is designed to enable the HR Manager to focus more on strategic HR planning, organizational development, manpower optimization, leadership support, performance management, culture building and business partnering.

2. Key ResponsibilitiesA. HR Operations & Administration

- Manage day-to-day HR operations across assigned branches/departments.
- Ensure timely completion of employee joining, transfer, confirmation, promotion and separation processes.
- Maintain employee personal files, HR records and statutory documents.
- Prepare and issue HR letters, appointment letters, confirmation letters, transfer letters, promotion letters, experience certificates, relieving letters and other HR documents.
- Monitor employee documentation and ensure records are complete and updated.
- Coordinate with branch heads and department heads for routine HR requirements.
- Maintain HR trackers and prepare regular operational reports.
- Follow up on pending HR activities and ensure closure within defined timelines.
- Support implementation of HR policies, procedures and SOPs.

B. Attendance, Leave & Payroll Coordination

- Monitor daily attendance across branches through HRMS.
- Identify attendance irregularities, missed punches, late coming, early leaving and unauthorized absences.
- Coordinate with reporting managers for attendance corrections and approvals.
- Monitor leave applications and leave balances.
- Prepare monthly attendance inputs for payroll processing.
- Coordinate with Finance/Accounts for payroll-related HR inputs.
- Verify salary-related changes such as new joiners, exits, increments, incentives, deductions and arrears before payroll processing.
- Track payroll discrepancies and coordinate for timely correction.
- Maintain payroll input records and supporting documentation.

Key ownership: Ensure that payroll inputs reach Finance accurately and within the defined monthly timeline.

C. Recruitment & Manpower Coordination

- Coordinate end-to-end recruitment activities for approved vacancies.
- Collect manpower requirements from department/branch heads.
- Prepare and publish job postings through appropriate recruitment channels.
- Screen resumes and conduct initial candidate discussions.
- Schedule interviews with concerned managers.
- Maintain recruitment trackers and candidate databases.




- Coordinate salary discussions within approved salary structures.
- Prepare recruitment status reports.
- Coordinate background verification/reference checks where applicable.
- Ensure timely communication with selected and rejected candidates.
- Coordinate joining formalities for selected candidates.

Escalation to HR Manager: Critical positions, senior-level hiring, exceptional salary requirements and deviations from approved manpower plans.

D. Joining, Induction & Employee Lifecycle

- Coordinate pre-joining documentation.
- Complete joining formalities and HRMS onboarding.
- Ensure current employees receive appointment/offer documentation.
- Coordinate employee induction programs.
- Ensure employees are introduced to company policies, SOPs, code of conduct and HR processes.
- Coordinate department-level induction with respective managers.
- Monitor probation and confirmation dates.
- Maintain employee lifecycle trackers.
- Ensure timely processing of transfers, promotions and other employee movements.

E. HRMS & HR Data Management

- Act as the primary operational administrator for HRMS activities.
- Ensure employee master data is accurate and updated.
- Monitor reporting hierarchy and organizational mapping.
- Coordinate attendance, leave and approval workflow issues.
- Ensure timely employee onboarding/offboarding in HRMS.
- Identify HRMS issues and coordinate with the HRMS support team/vendor.
- Maintain HR dashboards and operational reports.
- Ensure data accuracy and confidentiality.
- Support implementation of new HRMS modules and processes.

F. Statutory Compliance Support

- Support the HR Manager in maintaining statutory compliance related to:
- EPFO
- ESIC
- Labour Welfare Fund
- Professional Tax, wherever applicable
- Shops & Commercial Establishments requirements
- Applicable labour laws and registers
- Coordinate employee additions/deletions in statutory portals.
- Ensure required employee documents are collected and maintained.
- Coordinate with consultants/statutory authorities as instructed.
- Maintain compliance trackers and renewal/filing calendars.
- Escalate compliance gaps immediately to the HR Manager.

Important: The Senior HR Executive will be responsible for operational coordination and tracking, while the HR Manager retains overall accountability for compliance strategy and critical statutory matters.

G. Employee Relations & Grievance Handling

- Act as the first point of contact for routine employee HR queries.
- Address employee concerns related to attendance, leave, payroll, HRMS, policies and documentation.
- Coordinate with reporting managers to resolve routine employee issues.
- Maintain grievance records and follow-up trackers.
- Identify recurring employee concerns and report them to the HR Manager.




- Support disciplinary processes by preparing documentation and maintaining records.
- Issue routine memos/notices based on approved HR directions.
- Maintain confidentiality while handling employee matters.

Escalation: Serious misconduct, repeated disciplinary issues, sensitive employee relations matters and cases requiring management intervention.

H. Performance Management

- Coordinate the annual/periodic performance evaluation process.
- Ensure KRA/KPI forms are distributed and completed on time.
- Follow up with managers for pending evaluations.
- Maintain performance evaluation records.
- Prepare performance review status reports.
- Coordinate confirmation reviews for probationary employees.
- Track performance improvement plans as directed by the HR Manager.
- Highlight employees/managers with repeated performance concerns.

I. Employee Engagement & HR Initiatives

- Plan and coordinate employee engagement activities as per the HR calendar.
- Coordinate company celebrations, employee activities, recognition programs and welfare initiatives.
- Support employee communication campaigns.
- Coordinate employee feedback activities.
- Maintain participation and engagement records.
- Support HR initiatives relating to employee morale, culture and retention.

J. Training & Development Coordination

- Collect training requirements from departments.
- Coordinate internal and external training programs.
- Maintain annual training calendars.
- Coordinate trainer/vendor communication.
- Maintain attendance and training records.
- Collect training feedback.
- Prepare training reports.
- Track completion of mandatory training programs.
- Support implementation of leadership, communication, technical and productivity training initiatives.

K. HR Policy & SOP Implementation

- Support implementation of HR policies and SOPs across branches.
- Communicate new policies and process changes to employees.
- Monitor adherence to HR processes.
- Conduct routine HR process checks.
- Identify deviations and report them to the HR Manager.
- Maintain policy acknowledgement records.
- Support HR audits and SOP compliance reviews.

L. Branch HR Support

- Coordinate routine HR requirements of all assigned branches.
- Conduct periodic branch HR visits as instructed.
- Review attendance, manpower, employee documentation and HR process compliance.
- Interact with branch managers and employees.
- Prepare branch HR visit reports.
- Follow up on identified HR action points.
- Escalate significant branch-level concerns to the HR Manager.

M. Exit & Full & Final Settlement Coordination

- Coordinate employee resignation documentation.
- Track notice periods.
- Conduct/coordinate exit interviews.
- Coordinate clearance from respective departments.
- Ensure company assets and documents are returned.
- Prepare HR inputs for Full & Final Settlement.
- Coordinate relieving and experience documentation.
- Update HRMS and employee records after separation.
- Maintain exit and attrition trackers.

Pay: ₹15,220.09 - ₹30,000.00 per month

Benefits:

- Flexible schedule

Work Location: In person

📌 Senior HR Executive (India)
🏢 Royal Drive
📍 India