Key responsibilities

1. HR foundation setup (Phase 1)

- Prepare the organisation chart with reporting lines for all departments.
- Build a structured digital employee master database.
- Audit existing personnel files and submit a gap report.
- Draft the Employee Handbook / Policy Manual for Numakers' review.
- Write JDs and KRA/KPI frameworks for all 2025 unique roles.
- Prepare the statutory compliance audit report (PF, ESIC, PT, factory records).
- Create a standard library of HR letters and forms.
- Draft the attendance and leave policy aligned to shift patterns, and the grievance and disciplinary policy with an escalation matrix.

2. Recruitment and onboarding

- Run the manpower requisition and approval workflow.
- Post jobs, screen candidates, and schedule and coordinate interviews.
- Issue offer and appointment letters; coordinate background and reference checks.
- Collect pre-joining documents: ID and address proof, PAN, Aadhaar, bank details, certificates, previous relieving letter, photos and medical fitness where applicable.
- Complete Day 1 formalities: joining report, personal data form, PF/ESIC/UAN registration, nominee forms, salary account, ID card and asset issue record.
- Deliver structured induction: company and products, department orientation, safety and factory rules, policy sign-off, buddy assignment, and 7/30/90-day check-ins.
- Track probation and issue confirmation letters.

3. Documentation and records

- Maintain a physical and digital personnel file for every employee with a standard index.
- Maintain statutory registers under the Factories Act, Shops & Establishment Act, Minimum Wages Act, Payment of Wages Act and Contract Labour Act (where applicable).
- Handle contract labour documentation and principal employer compliance if contractors are engaged.
- Follow the document retention and confidentiality protocol; submit a monthly document compliance checklist.

4. Payroll management

- Capture and reconcile attendance against biometric records or registers.
- Calculate overtime as per law; track leave balances and encashment.
- Process monthly salary,



prepare the salary register, and generate and distribute payslips.
- Track reimbursements, advances and loan deductions; process salary revision and increment letters.
- Share the payroll input sheet with accounts by the agreed monthly cut-off.
- Complete full and final settlements within 30 days of exit.
- Keep salary data restricted to Numakers management and the Agency supervising manager.

5. Statutory compliance

- PF (EPFO): UAN generation, monthly ECR and challans, KYC seeding, transfers, withdrawals, exit marking and annual returns.
- ESIC: IP registration, monthly contributions, TIC issue, accident reporting (Form 12/16), dispensary linkage and claim help.
- Skilled Tax and Labour Welfare Fund deductions and remittances.
- Coordinate TDS on salary and Form 16 with accounts / CA.
- Track gratuity eligibility and compute it on exit; compute bonus and file Form D under the Payment of Bonus Act.
- Ensure Maternity Benefit Act compliance.
- POSH: constitute the Internal Committee, appoint the external member, run annual awareness training and file the annual return.
- Track renewals of the factory licence and contract labour licence.
- Support Labour, PF and ESIC inspections alongside the Agency manager.
- Share the compliance calendar at the start of each financial year.

6. Performance management

- Design JDs and KRA/KPIs for every role with department heads.
- Run goal-setting at the start of the year and document quarterly reviews.
- Run the annual appraisal: self-appraisal, manager evaluation, normalisation and increment recommendations.
- Manage Performance Improvement Plans for underperformers.
- Prepare appraisal MIS with distribution analysis.

7.



Training and development

- Identify training needs annually and at induction.
- Build and run the annual training calendar: on-the-job, safety, quality, soft skills, POSH, first aid and fire.
- Identify internal trainers; source external trainers with prior approval.
- Keep attendance, feedback and effectiveness records; maintain each department's skill matrix and individual training records.

8. Employee relations, grievance and discipline

- Run the grievance mechanism (box, register, email) and maintain the grievance register with root cause and resolution.
- Hold monthly one-on-ones with a sample of employees, plus skip-level connects.
- Draft disciplinary documents per natural justice: show-cause notice, domestic enquiry, enquiry report and punishment order, vetted by the Agency manager.
- Draft legally compliant warning, suspension and termination letters.
- Run the exit process: resignation acceptance, exit interview, clearance, relieving and experience letters, and quarterly exit analysis.
- Handle and document absconding cases.

9. Employee engagement and welfare

- Plan and run the annual engagement calendar: festivals, birthdays, work anniversaries, sports, family day and annual day.
- Run reward and recognition: employee of the month, long service, safety awards and the suggestion scheme.
- Inspect canteen, drinking water, restrooms, PPE and first aid periodically and report findings.
- Review the suggestion box monthly; run the annual satisfaction survey with an action plan.
- Coordinate health check-up camps and awareness sessions.

10. HR MIS and reporting

- Monthly: headcount and movement, attendance and absenteeism %, overtime hours, attrition %, joiners and exits, grievance summary, compliance certificate, training conducted, open positions.
- Quarterly: attrition root cause, exit interview themes, engagement report, skill matrix update.
- Annual: manpower budget input, salary benchmarking, HR cost per employee, training effectiveness and compliance audit summary.

📌 HR Executive (Surat)
🏢 Numakers
📍 Surat