ROLE: HR COORDINATOR

Experience: 2 years

Core Purpose:

Own and coordinate the complete employee lifecycle, HR compliance, attendance validation, payroll accuracy, HR systems, and employee experience while ensuring smooth and consistent HR operations.

A. RECRUITMENT & ONBOARDING – END-TO-END

- Manage Hiring Process: Handle the complete recruitment cycle from manpower requirements and job posting to candidate selection and offer release.
- Conduct & Coordinate Interviews: Schedule and coordinate interviews with the respective department managers and ensure timely candidate evaluation.
- Candidate Selection: Coordinate with management and department heads to finalize suitable candidates based on role requirements, skills, experience, and organizational needs.
- Freelancer Hiring: Source, evaluate, onboard, and coordinate freelancers based on project requirements, ensuring proper documentation, commercial terms, deliverables, and approvals.
- Offer & Appointment Process: Prepare and issue offer letters, appointment letters, and other required joining documentation accurately and on time.
- Onboarding Completion: Ensure all joining formalities, employee documentation, system access, induction, and department handover are completed.
- Policy Briefing: Explain company policies, attendance, leave, working hours, payroll, code of conduct, and other HR guidelines to current employees.
- Joining Follow-up: Monitor new employee joining status and ensure all pre-joining and post-joining activities are completed without delays.

B. EMPLOYEE DATA & COMPLIANCE

- Maintain Employee Records: Ensure complete and updated employee records, including personal, employment, salary, attendance, performance, and statutory details.
- Background Verification: Coordinate and complete background verification of employees and maintain proper verification records.
- HR Policies & SOPs: Develop, update, communicate, and maintain HR policies, procedures, and SOPs based on organizational requirements.
- Statutory Compliance: Ensure compliance with applicable statutory requirements such as PF, ESI, Professional Tax, and other employment-related regulations.
- Documentation Control: Ensure all HR documents are properly maintained, confidential, accurate, and easily accessible when required.
- Employee Master Data: Regularly validate employee information in HRMS and ensure changes are updated promptly.

C. ATTENDANCE OWNERSHIP – FINAL AUTHORITY

- Define Attendance Rules: Establish and maintain rules related to late login, early logout, half-day, overtime, shifts, working hours, and attendance corrections.
- Validate Attendance Data: Review and validate attendance information received from Admin and HRMS systems before final approval.
- Leave Approval: Verify and approve employee leave requests according to company policy and available leave balances.
- Attendance Corrections: Review attendance correction requests and approve valid corrections with appropriate authorization.
- Overtime Validation: Verify overtime records against actual work requirements and obtain necessary management approvals.
- Attendance Freeze: Finalize and freeze the monthly attendance data before payroll processing.
- Final Attendance Sheet: Maintain and submit the final approved attendance sheet as the official basis for payroll processing.

D. PAYROLL MANAGEMENT

- Salary Structure: Maintain and manage employee salary structures, components, deductions, allowances, and applicable benefits.
- Working Days Validation: Verify payable working days,



holidays, leave, LOP, attendance, and other payroll-related inputs.
- LOP Calculation: Ensure loss-of-pay deductions are accurately calculated based on approved attendance and leave records.
- Overtime Calculation: Validate approved overtime and ensure eligible payments are correctly reflected in payroll.
- Odoo Payroll Processing: Process and validate monthly payroll through Odoo, ensuring accurate employee-wise salary calculations.
- Payroll Verification: Review payroll reports for errors, discrepancies, deductions, and unusual variations before finalization.
- Accounts Coordination: Coordinate with the Accounts team for payroll approval, salary payment processing, and required payment documentation.
- Payslip Release: Ensure accurate payslips are generated, verified, and released to employees within the scheduled payroll timeline.

E. REIMBURSEMENTS & FREELANCER PAYMENTS

- Reimbursement Verification: Review employee reimbursement claims against bills, supporting documents, policy limits, and required approvals.
- Approval Coordination: Coordinate with department heads and management to obtain necessary approvals for eligible claims.
- Freelancer Payment Processing: Verify freelancer invoices, project approvals, deliverables, agreed commercial terms, and payment eligibility before processing.
- Payment Documentation: Maintain proper records of freelancer agreements, invoices, approvals, payment details, and supporting documents.
- Accounts Coordination: Coordinate with Accounts for timely processing and payment of approved reimbursements and freelancer invoices.

F. REPORTING & DASHBOARDS

- Attendance Reports: Prepare regular attendance, late-coming, leave, permission, overtime, and productive-hours reports for management review.
- Hiring Status: Maintain recruitment trackers covering open positions, candidate pipeline, interviews, selections, offers, and joining status.
- Attrition Reports: Track employee exits, reasons for leaving, department-wise attrition, and other relevant employee movement data.
- HR Dashboards: Maintain management dashboards covering key HR metrics such as headcount, attendance, recruitment, attrition, leave, and payroll.
- Management Reports: Prepare accurate and timely HR reports and provide relevant insights to management for decision-making.

G. POLICY & DISCIPLINE MANAGEMENT

- Policy Compliance: Monitor employee adherence to company policies, procedures, attendance rules, and workplace guidelines.
- Late Coming Management: Track repeated late-coming and attendance violations and initiate corrective actions as per company policy.
- Policy Violations: Identify and document violations and coordinate with management for appropriate action.
- Disciplinary Actions: Prepare warning letters, show-cause notices, PIPs, and other disciplinary documentation as directed by management.
- Policy Communication: Ensure employees clearly understand policy changes and maintain proper records of policy communications.
- Corrective Action Follow-up: Monitor agreed corrective actions and ensure employees comply within the specified timeline.

H. EMPLOYEE ENGAGEMENT & EXPERIENCE





- Employee Feedback: Conduct regular one-to-one feedback sessions to understand employee concerns, expectations, and workplace challenges.
- Grievance Handling: Receive, investigate, document, and appropriately escalate employee grievances while maintaining confidentiality.
- Employee Engagement: Plan and coordinate employee engagement activities, celebrations, recognition programs, and team-building initiatives.
- Appraisal Management: Coordinate the appraisal process, collect performance inputs, maintain appraisal records, and ensure timely completion.
- Employee Experience: Identify opportunities to improve employee satisfaction, communication, workplace processes, and overall HR experience.
- Recognition Programs: Coordinate employee recognition initiatives for achievements, performance, milestones, and contributions.

I. EXIT MANAGEMENT

- Exit Process: Manage the complete employee exit process from resignation receipt through final clearance and separation.
- Notice Period Tracking: Monitor notice-period completion, attendance, leave, handover, and other applicable exit requirements.
- Asset Return: Coordinate with Admin and relevant departments to ensure all company assets are returned and cleared.
- Knowledge Transfer: Ensure proper handover of responsibilities, documents, credentials, projects, and knowledge before relieving the employee.
- F&F; Settlement: Coordinate with Accounts and relevant departments to ensure accurate and timely Full & Final settlement.
- Exit Interview: Conduct exit interviews, document feedback, and identify recurring concerns or improvement areas.
- Relieving Documentation: Ensure relieving letters, experience letters, settlement documents, and other required exit documents are issued after clearance.

J. HRMS / SYSTEM OWNERSHIP – ODOO

- Odoo HRMS Configuration: Configure and maintain Odoo HR modules based on the company's HR processes and requirements.
- Attendance Rules: Configure attendance, working hours, late-in, early-out, overtime, leave, and related HR rules in Odoo.
- Payroll Rules: Maintain salary structures, payroll components, deductions, LOP, allowances, and other applicable payroll rules in Odoo.
- System Validation: Regularly verify Odoo attendance, leave, payroll, and employee data to ensure system outputs are accurate.
- Data Accuracy: Ensure HRMS data matches approved attendance, employee records, salary structures, and payroll inputs.
- Workflow Automation: Identify manual HR processes and improve them through Odoo automation and workflow enhancements.
- System Coordination: Coordinate with the Odoo/ERP team for configuration changes, issue resolution, testing, and process improvements.
- User Support: Support employees and managers in using Odoo HR functions and resolve routine HRMS-related queries.
- Process Improvement: Continuously review HR workflows and recommend system-based improvements to increase accuracy, efficiency, and transparency.
- HRMS Reporting: Generate and validate HR reports from Odoo for attendance, leave, payroll, employee data, and management requirements.

KEY ACCOUNTABILITY The HR Coordinator will be responsible for ensuring that employee records, recruitment, freelancer hiring, attendance, payroll inputs, HR compliance, employee relations, exits, and Odoo HRMS processes are accurate, timely, properly documented, and aligned with company policies. Pay: ₹20,000.00 - ₹23,000.00 per month

Benefits

- Leave encashment

Work Location: In person

📌 HR Coordinator (Coimbatore)
🏢 ICore Software Technologies
📍 Coimbatore