# JOB DESCRIPTION

## 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 recent 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

* Good 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 important issues promptly

* Professional in dealing with employees, clients and consultants

---

# Key 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