Position: HR & Manpower Coordination Executive

Company: Medi Check Health Services Pvt. Ltd. Employment Type: Full-Time

Department: Human Resources & Operations

Reporting To: Management / CEO

Location: Navi Mumbai / Mumbai, with occasional travel to company/client locations

About the Role

Medi Check Health Services Pvt. Ltd. provides occupational health, industrial medical services, OHC management, medical manpower deployment, preventive health services, medical check-ups, first-aid training and related healthcare services to corporate and industrial clients. We are looking for an HR & Manpower Coordination Executive to serve as the internal coordination point for our HR and manpower-related activities.

The HR function is supported by an external HR consultant. The selected candidate will work closely with the consultant and will be responsible for day-to-day internal coordination, employee communication, manpower tracking, documentation, recruitment coordination, attendance, deployment and follow-up, ensuring that HR processes are implemented effectively across Medicheck's various operations and client locations.

The role requires a highly organized person who is comfortable dealing with employees, doctors, nurses, paramedical staff, site supervisors, clients, recruitment agencies, consultants and senior management.

Key Responsibilities

1. HR & Employee Coordination

* Act as the primary internal coordination point for routine HR matters.

- Coordinate with employees regarding joining formalities, documentation, attendance, leave, payroll-related queries and other routine HR matters.
- Maintain regular communication with employees deployed at different OHC/industrial client locations.
- Follow up with employees regarding pending documents, statutory requirements, attendance issues and other HR-related matters.
- Address routine employee queries and escalate sensitive or complex matters to management/HR consultant.
- Maintain confidentiality of employee, client and company information.

2. Recruitment & Manpower Coordination

* Coordinate the complete recruitment process in consultation with management and the HR consultant.
- Source candidates through recruitment agencies, job portals, professional networks and other appropriate channels.
- Coordinate recruitment requirements for doctors, nurses, paramedical personnel, first-aiders, technicians, administrative staff and other deployed manpower.
- Maintain a database of available and potential candidates.
- Screen CVs and coordinate initial communication with candidates.
- Schedule interviews and coordinate candidate availability with management/site requirements.
- Follow up with selected candidates until joining.
- Maintain recruitment status, pending positions and joining pipeline.
- Develop and maintain a database/pool of suitable medical and paramedical candidates for urgent replacement requirements.

3. OHC & Deployed Manpower Coordination

* Maintain an updated master database of all employees and manpower deployed across Medicheck's various client/OHC locations.
- Monitor employee deployment, availability, absenteeism, leave and replacements.
- Coordinate with site supervisors/OHC in-charges regarding manpower requirements.
- Immediately escalate absenteeism, resignation, shortage or other manpower issues that may affect client operations.
- Coordinate replacement manpower in consultation with management and the HR consultant.
- Track joining, transfer, replacement and relieving of employees deployed at client locations.
- Maintain a site-wise manpower status report.
- Ensure that required employee documents and credentials are available before deployment wherever applicable.
- Coordinate with operations and management to ensure continuity of manpower at client sites.

4. Attendance, Leave & Payroll Coordination

* Collect and consolidate monthly attendance from all OHC/client locations.
- Verify attendance, leave, absenteeism, overtime or other relevant payroll inputs with site supervisors.
- Prepare consolidated attendance and payroll inputs for submission to the HR/payroll consultant.
- Coordinate with employees and site supervisors regarding discrepancies in attendance or payroll inputs.
- Track monthly payroll processing and follow up with the HR consultant for timely completion.




- Coordinate employee payroll-related queries and escalate unresolved issues appropriately.
- Maintain records of leave, attendance and manpower deployment.

5. HR Documentation & Employee Records

* Maintain complete and updated employee personal files.
- Maintain digital and physical HR records wherever required.
- Coordinate preparation and issuance of:
- Appointment letters
- Joining letters
- Employee documentation
- Experience/relieving documents
- Other HR correspondence and records
- Ensure that required employee documents are collected and properly maintained.
- Follow up on missing or expired documents.
- Maintain employee master data and update changes promptly.
- Ensure proper documentation of employee joining, transfer, deployment and separation.

6. Statutory Compliance Coordination

* Coordinate with the external HR/compliance consultant for PF, ESIC, professional tax, labour-related documentation and other applicable statutory requirements.
- Provide the consultant with accurate employee, attendance, payroll and manpower information within stipulated timelines.
- Coordinate monthly submission/uploading of required compliance information and records.
- Maintain compliance-related documentation and reports.
- Follow up with the consultant regarding pending compliance matters.
- Coordinate responses to routine compliance queries, notices or documentation requirements.
- Coordinate with management and the consultant during compliance reviews, audits or inspections.
- Visit the company's office/client locations when required for compliance documentation, verification or audit-related activities.
- Maintain a compliance tracker showing pending, completed and outstanding requirements.

The position will not independently provide legal/statutory advice. The employee will coordinate with the appointed HR/compliance consultant and ensure timely implementation and documentation.

7. HR Consultant Coordination

* Act as the primary internal point of contact for the outsourced HR consultant.

- Provide the consultant with employee data, attendance, payroll inputs and other information required for HR/compliance activities.
- Follow up on pending HR and statutory matters.
- Maintain an action tracker for matters assigned to the consultant.
- Coordinate meetings/calls between management and the consultant when required.
- Ensure that recommendations or actions agreed with the consultant are followed through internally.
- Escalate delays, gaps or unresolved HR/compliance issues to management.

8. HR MIS & Management Reporting

Prepare and maintain regular HR/Manpower MIS, including:
- Total employee strength
- Site-wise manpower deployment
- Vacancies
- Recruitment pipeline
- New joiners
- Resignations/separations
- Attendance and absenteeism
- Leave status
- Replacement requirements
- Pending employee documentation
- Compliance status
- Payroll status
- Employee/site-related issues
- Other HR information required by management

Provide weekly/monthly HR and manpower reports to management in a clear and actionable format.

9. Employee Onboarding & Induction

* Coordinate pre-joining documentation and verification.

- Ensure completion of joining formalities.
- Coordinate induction of new employees.
- Communicate site/deployment details to new employees.
- Ensure employees understand relevant reporting procedures, attendance requirements and basic company policies.
- Coordinate with site supervisors to ensure smooth deployment of new employees.

10. Employee Separation

* Coordinate resignation, notice period, handover and relieving formalities.
- Ensure company/client assets or documents are returned wherever applicable.
- Coordinate final attendance and payroll inputs.
- Inform relevant site supervisors and management regarding employee separation.
- Coordinate replacement requirements to minimize operational disruption.




- Ensure employee records are appropriately updated after separation.

Key Performance Areas (KPIs)

The selected candidate will be expected to ensure:
- Accurate and updated employee database.
- Timely submission of attendance and payroll inputs.
- Minimal gaps in deployed manpower.
- Timely coordination of replacements.
- Timely completion of joining and employee documentation.
- Proper maintenance of employee records.
- Timely follow-up on PF/ESIC and other compliance matters.
- Effective coordination with the external HR consultant.
- Timely recruitment coordination against approved manpower requirements.
- Regular and accurate HR/MIS reporting to management.
- Prompt escalation of manpower, employee or compliance issues that may affect client operations.

Required Qualifications & Experience

* Graduate in any discipline; preferably HR, Business Administration, Commerce or a related field.
- 2–5 years of relevant experience in HR coordination, manpower coordination, staffing, healthcare staffing, facility management, industrial services or a similar environment.
- Experience handling multi-location/deployed manpower will be an advantage.
- Experience with healthcare/medical manpower such as doctors, nurses, paramedics or technicians will be preferred.
- Candidates with experience in an HR consultancy, staffing company, hospital, OHC, facility management company or manpower deployment organization may be considered.

Required Skills

Essential

* Excellent communication and interpersonal skills.
- Strong coordination and follow-up ability.
- Good command of MS Excel, MS Word and email communication.
- Good documentation and record-keeping skills.
- Ability to maintain accurate employee databases.
- Ability to prepare basic HR MIS and reports.
- Ability to manage multiple tasks simultaneously.
- Ability to work independently and follow up proactively.
- Professional communication with employees, clients, consultants and recruitment agencies.
- Basic understanding of attendance, leave, payroll, PF, ESIC and HR documentation.

Preferred

* Experience with HRMS/payroll software.
- Experience coordinating employees across multiple locations.
- Experience with medical/paramedical recruitment.
- Knowledge of statutory compliance processes.
- Good Excel skills including filters, sorting, basic formulas, lookups and preparation of MIS.
- Ability to identify gaps and proactively follow up rather than waiting for instructions.

Personal Attributes

The ideal candidate should be:
- Highly organized and systematic
- Responsible and dependable
- Positive at follow-up
- Comfortable speaking to people at different levels
- Proactive rather than purely administrative
- Able to handle confidential information
- Patient but persistent in obtaining pending information
- Comfortable working in a fast-moving, multi-location environment
- Capable of escalating key issues promptly
- Professional in dealing with employees, clients and consultants

Important Note About the Role

This is a coordination and execution role, not a senior HR policy-making position. The external HR consultant will continue to provide professional guidance relating to HR systems, payroll and statutory compliance. The HR & Manpower Coordination Executive will ensure that information flows correctly, actions are followed up, documentation is maintained and agreed HR processes are actually implemented across Medicheck.

The position therefore requires a person who can take ownership of follow-up and execution, rather than simply maintain files.

Reporting & Coordination Structure

Management / CEO ↓

HR & Manpower Coordination Executive

↕

External HR / Compliance Consultant

↕

Employees / OHC In-charges / Site Supervisors / Recruitment Agencies

↕

Medicheck Operations & Client Locations

Working Relationship With Operations

The role will work closely with the Operations team to ensure that HR and manpower decisions support uninterrupted delivery of Medicheck's commitments at client/OHC locations. Particular attention should be given to:

Right Person → Right Site → Right Documentation → Right Attendance → Right Payroll → Right Compliance → Right Replacement → Right Client Service

Pay: ₹15,000.00 - ₹18,000.00 per month

Work Location: In person

📌 HR & Manpower Coordination Executive (Navi Mumbai)
🏢 Medicheck Health Services
📍 Navi Mumbai