Position: Associate - HR & Admin

Location: Gurugram

Employment Type: Full-time

About the Role

We are looking for an Associate HR & Admin to support day-to-day HR and administrative operations across the employee lifecycle. This role is central to ensuring smooth talent acquisition, HR operations, compliance, office administration, and employee travel management helping build a positive employee experience while enabling efficient business operations.

Key Responsibilities -

1. Talent Acquisition & Compliance in Hiring

- Support end-to-end recruitment activities, from raising manpower requisitions to onboarding new hires, ensuring each step follows documented hiring policy.

- Coordinate with hiring managers to understand role requirements and close positions within defined timelines and approval workflows.

- Source and screen candidates through job portals, LinkedIn, recruitment agencies, and other channels, maintaining background-verification and documentation standards.

- Coordinate interviews, candidate communication, salary discussions, offer issuance, and joining formalities, ensuring offer letters and contracts meet statutory and internal compliance requirements.

- Maintain recruitment trackers with complete, audit-ready documentation and share regular hiring status updates.

- Help build and maintain a compliant talent pipeline for critical and recurring positions.

2. HR Operations & Employee Lifecycle Compliance

- Support employee lifecycle activities — onboarding, documentation, confirmation, transfers, promotions, and exits — ensuring each transition is fully documented per policy and law.

- Maintain accurate, compliant employee records on the HRMS (Keka).

- Address employee queries related to HR policies, attendance, leave, payroll, and benefits, ensuring responses align with statutory entitlements.

- Coordinate monthly payroll inputs with Finance, ensuring accuracy, timely submission, and compliance with wage and tax regulations.

- Support performance appraisal cycles, training coordination, employee engagement initiatives,



and grievance handling in line with POSH and other applicable frameworks.

3. HR Compliance (Core Function)

- Track and ensure timely compliance with applicable labour and employment regulations (PF, ESI, gratuity, POSH, Shops & Establishment Act, and other central/state laws).

- Maintain statutory records, registers, and HR documentation in inspection-ready form at all times.

- Coordinate with external consultants and support HR/statutory audits, filings, and regulatory inspections.

- Monitor changes in labour law and proactively flag policy or process updates needed to stay compliant.

- Maintain a compliance calendar/tracker covering statutory filings, renewals, and audit cycles.

4. Administration with Compliance Oversight

- Manage day-to-day office administration — facilities, stationery, housekeeping, courier, and pantry — ensuring vendor contracts and safety practices meet regulatory and organizational standards.

- Support office events, meetings, and employee activities, ensuring workplace safety and statutory display/notice requirements are met.

- Coordinate administrative invoices and payments with Finance, maintaining documentation for financial and tax compliance.

5. Employee Travel Management & Policy Compliance

- Manage official travel arrangements (flights/trains, hotels, local transport, airport transfers) in strict adherence to company travel policy and budget approvals.

- Coordinate travel approvals, ensuring every booking is authorized and documented per policy.

- Handle travel changes, cancellations, rescheduling, refunds, and queries, maintaining an audit trail for each transaction.

- Coordinate with travel agencies, hotels, and vendors,



ensuring vendor agreements meet compliance and documentation standards.

- Maintain travel records and reconcile travel-related invoices, advances, and reimbursements for audit purposes.

6. HR MIS, Compliance Reporting & Process Improvement

- Prepare HR MIS covering headcount, recruitment, attendance, attrition, leave, payroll, and compliance status metrics.

- Support the implementation and continuous improvement of HR policies, processes, and SOPs to strengthen compliance posture.

- Identify and close compliance gaps in HR and administrative processes proactively.

Requirements

- Bachelor's degree in HR, Business Administration, Commerce, or a related field; MBA/PGDM in HR preferred.

- 3–7 years of experience in HR Operations, Talent Acquisition, Compliance, or Administration.

- Robust working knowledge of labour law, statutory compliance, and employee lifecycle management — this is a core requirement, not a supporting skill.

- Familiarity with Keka or other HRMS platforms preferred.

- Good coordination and stakeholder-management skills, including with auditors and statutory consultants.

- Strong communication, organizational, and problem-solving skills.

- Proficiency in MS Excel/Google Sheets and compliance/MIS reporting.

- Ability to manage multiple priorities, maintain confidentiality, and uphold documentation discipline.

- Exposure to employee travel policy and vendor compliance is an advantage.

Key Performance Areas

- Timely, compliant closure of recruitment requirements

- Quality of hires and audit-ready hiring documentation

- Smooth, policy-compliant employee onboarding and HR operations

- Payroll accuracy and statutory compliance

- Zero-lapse statutory filings and audit readiness

- Employee query resolution and engagement within policy bounds

- Effective, compliant office administration

- Timely, policy-adherent employee travel arrangements

- Accuracy and audit-readiness of HR records and MIS

- Vendor and stakeholder compliance management

- Continuous improvement of HR & Admin compliance processes

📌 Asscoiate - HR and Admin (Haryana)
🏢 Swaniti Initiative
📍 Haryana