JOB DESCRIPTION – HR & ADMIN EXECUTIVE (HRIMS)

Location: Park Street, Kolkata
Experience: 3–7 Years
Employment Type: Full-Time
Department: Human Resources
Salary: Rs. 35,000 to Rs. 40,000

About the Role

We are looking for an experienced and mature HR & ADMIN EXECUTIVE (HRIMS) who can take ownership of the organisation's complete HR function.

This is not a routine HR administration role. The person will be responsible for building proper HR systems, hiring the right people, defining roles and responsibilities, creating JD/KRA/KPI frameworks, managing employee performance, resolving people-related issues, and maintaining a healthy and professional work environment.

She must professionally manage both existing and new employees, introducing improved systems, accountability and performance standards while maintaining a positive work environment. The ideal candidate should be independent, confident in communication, capable of handling difficult situations, and focused on implementing effective HR systems rather than just paperwork.

Key Responsibilities

1. HR Systems & Process Management

- Develop, implement and maintain structured HR policies and processes.
- Establish proper systems for:

1. Attendance & working hours 2. Leave management
3. Employee documentation 4. Joining & onboarding
5. Confirmation 6. Transfers/promotions
7. Performance reviews 8. Disciplinary procedures
9. Exit & full-and-final processes

- Maintain accurate and confidential employee records.
- Ensure HR processes are consistently followed across departments.
- Identify gaps in existing HR practices and recommend improvements to management.

2. Recruitment & Talent Acquisition

- Take complete ownership of the recruitment process from manpower requirement to joining.
- Understand department requirements and prepare appropriate hiring plans.
- Prepare and publish effective Job Descriptions.
- Source candidates through:

1. Job portals 2. LinkedIn
3. Employee referrals 4. Recruitment agencies
5. Other relevant channels

- Screen CVs and conduct initial HR interviews.
- Coordinate technical/functional interviews with department heads.
- Conduct reference/background checks where required.
- Negotiate salary within approved budgets.
- Ensure timely joining of selected candidates.
- Build a pipeline of suitable candidates for future requirements.

3. Job Description, KRA & KPI Management

The HR Manager will be responsible for creating a clear accountability structure for every position.

- Prepare and regularly update JDs for all positions.
- Define clear responsibilities and reporting structures.
- Develop KRAs (Key Result Areas) for employees.
- Develop measurable KPIs (Key Performance Indicators).
- Coordinate with department heads to establish realistic performance targets.
- Conduct periodic performance reviews.
- Track employee performance and identify underperformance.
- Recommend training, improvement plans or corrective actions where required.

4. Performance Management

- Establish a structured performance management system.
- Conduct monthly/quarterly performance reviews as required.
- Ensure employees understand what is expected from their role.
- Track performance against defined KRAs and KPIs.
- Support managers in providing constructive feedback.
- Identify high performers and employees requiring development.




- Develop and manage Performance Improvement Plans (PIPs) where necessary.
- Ensure performance evaluations are based on measurable outcomes rather than personal preferences.

5. Employee & People Management

- Act as a bridge between management and employees.
- Maintain professional relationships with both existing and newly hired employees.
- Understand employee concerns and resolve issues objectively.
- Help recent employees integrate into the existing organisation.
- Build a positive and accountable work culture.
- Conduct regular employee interactions/one-on-one discussions where required.

6. Managing Existing & New Employees

A key responsibility of this role will be people transition and culture management.

The HR Manager must be able to:

- Respect and understand the contribution of existing employees.
- Introduce new systems without unnecessarily creating resistance.
- Set clear expectations for both old and new employees.
- Ensure the same professional standards apply across the organisation.
- Prevent favouritism and internal conflicts.
- Help new employees adapt to the organisation.
- Ensure experienced employees continue to remain productive and accountable.
- Maintain a balance between employee experience and business requirements.

7. Employee Onboarding & Development

- Create a structured onboarding process.
- Ensure every new employee receives:

1. JD 2. Reporting structure
3. Company policies 4. Role expectations
5. KRA/KPI framework 6. Work processes

- Conduct joining formalities and induction.
- Track employee progress during probation.
- Coordinate training and development initiatives.
- Identify skill gaps and recommend suitable training.

8. HR Compliance & Documentation

- Maintain employee files and statutory documentation.
- Ensure HR processes comply with applicable labour laws and company policies.
- Coordinate with payroll/accounts for accurate salary processing.
- Maintain records relating to attendance, leave, salary, incentives and employee benefits.
- Ensure confidentiality of employee and company information.

9. HR Reporting & Management Support

Prepare regular HR reports for management, including:

1. Total headcount 2. New hires
3. Resignations/attrition 4. Open positions
5. Recruitment status 6. Attendance
7. Leave 8. Employee performance
9. Probation/confirmation status 10. Employee issues

Provide management with data-based insights and recommendations, not just reports.

KRAs – Key Result Areas

The selected candidate will be evaluated primarily on:

KRA 1 – Recruitment

1. Positions filled within agreed timelines. 2. Quality of candidates hired.
3. Recruitment cost management. 4. Candidate retention after joining.

KRA 2 – HR System Implementation

1. HR policies and processes properly implemented.
2. Employee documentation maintained.
3. Attendance, leave and HR records accurately managed.

KRA 3 – KRA/KPI Framework

1. JDs prepared for all positions.
2.



KRAs/KPIs defined and communicated.
3. Regular performance reviews implemented.

KRA 4 – Employee Management

1. Employee issues handled professionally.
2. Workplace conflicts resolved appropriately.
3. Communication between management and employees improved.

KRA 5 – Employee Retention & Development

1. Identification of employee concerns.
2. Improved onboarding and employee engagement.
3. Training and development requirements identified.

KRA 6 – HR Reporting

1. Accurate and timely HR reports.
2. Management receives clear information for decision-making.

Candidate Profile

We are looking for someone who is:

1. Mature and confident in handling people Age should be 25 to 40
2. Strong in communication and interpersonal skills
3. Comfortable dealing with senior/long-serving employees
4. Capable of handling new and junior employees
5. System-oriented and process-driven
6. Comfortable having difficult conversations
7. Fair and objective in employee matters
8. Confidential and trustworthy
9. Proactive rather than reactive
10. Capable of working independently
11. Strong in documentation and reporting

Required Skills ( HRIMS )

1. Recruitment & Talent Acquisition 2. HR Operations
3. Employee Relations 4. Performance Management
5. JD Development 6. KRA/KPI Development
7. HR Policies & SOPs 8. Employee Grievance Handling
9. Conflict Resolution 10. Payroll/Attendance Coordination
11. HR Documentation 12. Labour-law awareness
13. MS Excel / Google Sheets 14. HRMS/HR software experience

Experience

3–7 years of relevant HR experience preferred.

Candidates who have worked in SMEs, growing organisations, Music Industries, Music Instruments, ecommerce, trading, distribution, manufacturing or similar business environments will be preferred.

Experience managing a team or independently handling the HR function will be an advantage.

What We Expect From This Person

The person joining this role should be able to eventually say:

"I know who works here, what their responsibilities are, what they are expected to achieve, how they are performing, what issues they are facing, and what the organisation needs to improve."

The HR Manager will be expected to build structure, create accountability and manage people professionally, while working closely with management on the organisation's growth.

Important

This position is not limited to recruitment, attendance, salary processing or paperwork.

We are looking for someone who can build and manage the complete management system of the organisation.

Pay: ₹35,000.89 - ₹40,000.80 per month

Application Question(s):

- . Have you independently handled HRMS/HRIMS, employee records, attendance, leave and payroll coordination? Please explain briefly.
- Have you prepared Job Descriptions (JD), KRAs and KPIs for employees? Please give an example.
- How would you handle a situation where an existing/long-serving employee resists a new HR system or company process?
- Have you handled employee grievances, conflicts and disciplinary matters independently? Please briefly describe your experience.
- Are you an immediate joiner? We need someone who can join within this week.
- How many years of experience do you have in HR Operations and Recruitment?

Work Location: In person

📌 HR & ADMIN Executive (HRIMS) (India)
🏢 Galaxy Digital Pvt.Ltd
📍 India