HR, Admin & Production Operations Manager

Company: Vastvik Films

Location: Panchkula / Chandigarh Tricity

Experience: 2-5 years

Employment Type: Full-time

Work Mode: On-site

About Us

Vastvik Films is a video production company working across corporate films, advertising, TV commercials, digital campaigns, branded content, social media videos and other video-led communication.

We work with brands, agencies, artists, freelancers and production partners across different cities. As our team and projects continue to grow, we are looking for an organised and proactive person who can manage our internal HR and administration while also coordinating the people and vendors involved in our productions.

About the Role

We are looking for an HR, Admin & Production Operations Manager who can take ownership of people management, office administration, production coordination and executive support to the Founder.

This is not a traditional HR-only role.

The person will work closely with the Founder and internal team and will coordinate with artists, freelancers, vendors, crew members, travel partners and other external stakeholders involved in our projects.

The ideal candidate should be highly organised, confident on calls and WhatsApp/email, positive at follow-ups, comfortable handling multiple things at the same time and proactive enough to solve routine problems independently.

Key Responsibilities:

1. HR & Employee Management

- Manage recruitment activities including job postings, CV screening, interview scheduling and candidate coordination.
- Coordinate the complete employee joining and onboarding process.
- Maintain employee records, documents, attendance and leave records.
- Monitor office timings, attendance, late coming and leave processes.
- Coordinate probation, confirmation and performance review processes.
- Assist in implementing and maintaining HR policies and company processes.
- Handle routine employee queries and concerns.
- Coordinate salary, payroll inputs, reimbursements and other HR-related information with the accounts team.
- Manage resignation, notice period, handover and exit formalities.
- Maintain a professional and positive work environment.

2. Production & Project Coordination

- Coordinate with artists, actors, freelancers, crew members and production partners for upcoming shoots and projects.
- Check availability, collect profiles/portfolios, quotations and commercial details.
- Coordinate confirmations, contracts, releases and required documentation.
- Coordinate shoot schedules, reporting times and other project-related information.




- Maintain a database of reliable freelancers, artists, vendors and production partners across different cities.
- Coordinate with vendors for equipment, lighting, art, makeup, styling, transportation, locations, catering and other production requirements.
- Follow up with external vendors and freelancers to ensure commitments and timelines are met.
- Coordinate between the internal Vastvik team and external production partners.

3. Travel & Accommodation Coordination

- Manage travel arrangements for artists, freelancers, crew and the Founder.
- Coordinate flight, train and hotel bookings.
- Arrange airport/station transfers and local transportation.
- Maintain travel itineraries and rooming lists.
- Coordinate changes, cancellations and last-minute travel requirements.
- Ensure all travel and accommodation arrangements are within approved budgets.
- Maintain travel-related records and bills.

4. Vendor & Freelancer Management

- Maintain a database of vendors and freelancers with their contact details, services, rates and past project information.
- Request and compare quotations.
- Coordinate bookings and confirmations.
- Follow up on invoices and payments with the accounts team.
- Maintain records of pending payments and vendor commitments.
- Build and maintain good working relationships with reliable vendors and freelancers.

5. Office Administration

- Manage day-to-day office administration.
- Coordinate housekeeping, pantry, stationery and office supplies.
- Coordinate repairs, maintenance, internet, electricity, AC, printer and other office requirements.
- Manage office vendors and service providers.
- Maintain office asset and equipment records.
- Maintain records of company equipment issued to employees.
- Track recurring office expenses, subscriptions, AMC renewals and other administrative requirements.
- Ensure the office remains organised and functional.

6. Executive Assistance to Founder

- Manage and coordinate the Founder's calendar, meetings and appointments.
- Coordinate business and personal travel arrangements for the Founder.
- Schedule meetings and maintain follow-up lists.
- Track important pending tasks, approvals and follow-ups.
- Coordinate with clients,



vendors, freelancers and internal team members on behalf of the Founder when required.
- Prepare basic meeting notes and action-point trackers.
- Help ensure important commitments and deadlines are followed up on.
- Handle sensitive information with complete confidentiality.

What We Are Looking For

- 25 years of experience in HR, administration, operations, executive assistance, production coordination or a similar role.
- Excellent communication skills in English and Hindi.
- Strong follow-up and coordination skills.
- Comfortable communicating with people at different levels, including senior clients, artists, freelancers and vendors.
- Good knowledge of MS Office / Google Workspace, especially Excel or Google Sheets.
- Strong organisational and time-management skills.
- Ability to handle multiple projects and priorities simultaneously.
- Comfortable with travel and last-minute changes when required for productions.
- Proactive approach to solving problems.
- High level of responsibility, confidentiality and professionalism.
- Ability to work independently without needing constant instructions.

It Would Be a Plus If You Have

- Experience in a media, advertising, production, events or creative company.
- Experience coordinating artists, freelancers or production vendors.
- Experience handling travel and hotel bookings.
- Experience working directly with founders, directors or senior management.
- Understanding of production workflows and shoot requirements.
- Existing familiarity with production vendors or freelancers across major Indian cities.

What This Role Offers This is a hands-on role where you will work closely with the Founder and get exposure to the complete functioning of a growing creative and production company.

You will work across:

People + HR + Administration + Production + Vendors + Travel + Executive Coordination The role offers significant responsibility and the opportunity to grow into a broader People & Operations role as Vastvik Films expands.

Important -This is an on-site, full-time role.

The position requires someone who is comfortable with coordination, frequent follow-ups, phone calls, WhatsApp communication and handling multiple moving parts at the same time.

If you are someone who enjoys keeping things organised, taking ownership and making sure that things actually get done, we would like to hear from you.

To Apply: Please share your CV along with your current/last drawn salary, expected salary and notice period. [email protected]

📌 HR, Admin & Production Operations Manager (Panchkula)
🏢 ASHWANI KUMAR
📍 Panchkula