Position: HR & Admin Executive

Location: Delhi Office

Function: Human Resources & Administration

Reporting To: Agra HR & Reporting Manager / Talent Management Manager

Job Summary The HR & Admin Executive will be responsible for managing HR operations, recruitment coordination, employee engagement, attendance and leave administration, employee documentation, onboarding and exit formalities, and the overall administration of the Delhi office.

The role requires a highly organized, proactive, approachable, and detail-oriented professional who can independently manage day-to-day HR and administrative activities while maintaining close coordination with the Agra HR team and management.

The incumbent will act as the primary HR and administrative point of contact for employees at the Delhi office and will be responsible for ensuring smooth office operations, employee discipline, timely reporting, and a positive workplace experience.

Key Responsibilities

1. Recruitment & Talent Acquisition

- Manage and coordinate the recruitment process from sourcing support through selection and onboarding.
- Coordinate with hiring managers regarding open positions and recruitment requirements.
- Schedule interviews and ensure candidate communication is completed within the same business day of receiving the requirement.
- Coordinate and manage in-person interviews at the Delhi office.
- Maintain candidate databases, interview schedules, recruitment trackers, and related records.
- Ensure timely communication with candidates throughout the recruitment process.
- Support hiring managers in maintaining a positive candidate experience.
- Coordinate offer letters, joining documentation, and pre-joining formalities.
- Maintain recruitment pipeline updates and share status reports with the Agra HR team.

1. Employee Onboarding & Offboarding

- Own the Day 1 onboarding experience for all new employees at the Delhi office.
- Personally welcome and coordinate with new joiners on their first day.
- Ensure completion of joining documentation, induction checklist, forms, and required employee records.
- Coordinate allocation of employee access, tools, IT requirements, and new joiner kits.
- Coordinate buddy allocation and ensure the employee is properly introduced to the team.
- Conduct informal employee check-ins on Day 3 and Day 14 and maintain appropriate records.
- Coordinate employee exit formalities, documentation, asset handover, and clearance processes.
- Issue offer letters, confirmation letters, experience certificates, and other HR documents within 48 hours of receiving a valid request.

1. Attendance, Leave & HR Operations

- Monitor daily employee attendance and maintain accurate attendance records.
- Manage and monitor the biometric attendance system.
- Conduct a daily morning attendance check and identify absences, late arrivals, and WFH employees.
- Ensure attendance is updated in the tracker by 10:00 AM each working day.
- Flag late arrivals with exact time-in and record attendance exceptions appropriately.
- Follow up on unexplained absences and coordinate with employees for clarification.
- Reconcile weekly attendance against approved leave every Monday.
- Identify and report attendance or leave discrepancies to the Agra HR team.
- Submit monthly attendance, leave deductions, and discrepancy reports by the 25th of every month for payroll processing.
- Maintain employee records, HR trackers, and documentation accurately and confidentially.




- Coordinate employee movement and information sharing between the Delhi and Agra offices.

1. Employee Relations, Discipline & HR Visibility

- Act as the first point of contact for employee HR-related queries, concerns, and workplace issues.
- Conduct a minimum of two floor walkthroughs per day to interact with employees and understand their work-related requirements or concerns.
- Maintain a minimum of five genuine employee interactions per day.
- Conduct informal 1:1 pulse checks with at least two employees per week, rotating across the team.
- Identify recurring employee concerns or workplace issues and proactively escalate them to the Agra HR team.
- Maintain professional workplace discipline and ensure compliance with company policies.
- Address issues related to attendance, workplace behavior, dress code, and office discipline appropriately.
- Maintain a discipline/incident tracker and escalate repeated violations to the Agra HR team as required.
- Ensure all employee concerns raised verbally are documented and reported to the concerned HR manager within 24 hours.

1. Employee Engagement & Culture

- Plan and execute employee engagement activities for the Delhi office.
- Organize a minimum of two employee engagement / Fun Saturday activities per month, subject to approval.
- Submit activity proposals to the Agra HR team in advance for budget and approval.
- Coordinate internal communication and invitations for employee activities.
- Capture and share post-event updates/photos with the Agra HR team.
- Proactively plan and coordinate celebrations for festivals and key cultural occasions such as Diwali, Holi, Republic Day, etc.
- Submit event proposals at least 10 days in advance wherever practical.
- Coordinate décor, internal communication, logistics, and employee participation.
- Submit at least one written suggestion per month for improving employee engagement, office culture, or HR processes.

1. Office Administration

- Manage the overall day-to-day administration of the Delhi office.
- Maintain adequate stocks of stationery, pantry supplies, toiletries, drinking water, and other office essentials.
- Manage inventory and distribution of new joiner kits.
- Maintain IT asset and IMS records and ensure proper documentation and tracking.
- Coordinate with the IT team for internet, connectivity, hardware, and other office-related IT issues.
- Monitor CCTV systems and coordinate with the concerned team to ensure cameras remain operational.
- Coordinate housekeeping, maintenance, repairs, and other facility-related requirements.
- Supervise and coordinate daily activities assigned to the Office Boy/support staff.
- Ensure proper upkeep and cleanliness of the office.
- Oversee lunch-hour arrangements and ensure smooth coordination.
- Coordinate with the Agra Admin Team for administrative requirements and support.
- Proactively identify office requirements rather than waiting for issues to arise.
- Maintain a monthly office administration checklist and submit it to the Agra HR/Admin team by the 28th of every month.

1. HR Reporting & Documentation

- Prepare and share daily, weekly,



and monthly HR/admin reports with the Agra HR team.
- Maintain accurate employee, attendance, leave, recruitment, engagement, discipline, and administrative records.
- Ensure all HR and administrative documentation is maintained securely and confidentially.
- Prepare weekly HR status reports covering:
- Attendance trends
- Late arrivals and absences
- Approved leaves
- Recruitment pipeline
- Pending employee documentation
- Discipline/employee concerns
- Administrative requirements
- Submit the weekly HR status report to the Agra HR & Reporting Manager by 5:00 PM every Friday.

The EOD report must be submitted even when there are no issues; in such cases, an “All Clear” update should be shared. Weekly & Monthly Accountability

Weekly

- Submit HR status report by 5:00 PM every Friday.
- Conduct minimum two employee pulse checks per week.
- Review attendance and leave discrepancies every Monday.
- Maintain recruitment pipeline updates.
- Plan employee engagement activities as required.

Monthly
- Submit complete attendance and leave data by the 25th for payroll processing.
- Submit office administration checklist by the 28th.
- Conduct minimum two Fun Saturday/employee engagement activities per month.
- Submit one improvement suggestion related to HR, employee engagement, office culture, or administration.
- Review administrative expenses and petty cash records.
- Review employee concerns, attendance trends, and discipline records.

Performance & Accountability Standards
- HR and administrative reports must be accurate and submitted within defined timelines.
- Standard HR/admin updates should be proactively shared with the Agra HR team without repeated follow-ups.
- Employee concerns should be acknowledged promptly and escalated where required.
- HR should maintain a visible and approachable presence within the Delhi office.
- Confidential employee information must be handled professionally and securely.
- Repeated failure to meet defined reporting or accountability requirements will be reviewed by the reporting manager.
- The role requires proactive ownership rather than reactive execution.

Required Skills & Competencies
- Strong communication and interpersonal skills.
- Excellent coordination and organizational abilities.
- Strong ownership and proactive approach.
- Ability to manage multiple HR and administrative responsibilities simultaneously.
- Good employee relationship management skills.
- Strong attention to detail and documentation skills.
- Ability to maintain confidentiality of employee and company information.
- Problem-solving and decision-making abilities.
- Good knowledge of HR operations and recruitment processes.
- Proficiency in MS Office, particularly Excel, Word, and Outlook.
- Ability to work independently while coordinating effectively with the Agra HR/Admin team.
- Professional personality with a strong sense of discipline and accountability.

Qualification & Experience
- Graduate in any discipline; HR/Business Administration specialization preferred.
- 2–5 years of experience in HR Operations, Recruitment, Administration, or a combined HR & Admin role.
- Experience in attendance and leave management, employee documentation, onboarding/offboarding, recruitment coordination, employee engagement, and office administration preferred.
- Prior experience independently handling HR/admin responsibilities for an office location will be an advantage.

Pay: ₹22,000.00 - ₹28,000.00 per month

Work Location: In person

📌 HR & Admin Executive (Ashok Vihar)
🏢 Agrawal Examcart
📍 Ashok Vihar