RK DEZIGN is looking for an experienced, responsible, and people-oriented HR & Administration professional with a minimum of 5 years of relevant experience.

The candidate will be responsible for managing the complete employee lifecycle, including recruitment, onboarding, attendance, leave management, employee records, payroll coordination, performance monitoring, employee relations, disciplinary procedures, and office administration.

The candidate must have a thorough understanding of employee-related matters and be capable of maintaining accurate staff records, monitoring attendance and punctuality, coordinating salary processing, handling employee grievances, enforcing company policies, and ensuring proper communication between management and employees.

Since RK DEZIGN operates in the construction and interior design industry, the candidate should also be capable of coordinating with office staff, project managers, engineers, site supervisors, designers, accountants, administrative personnel, and site-based employees.

The ideal candidate should be organized, approachable, firm when necessary, trustworthy, and capable of independently managing HR and administrative operations while maintaining employee confidentiality and workplace discipline.

2. Duties and Responsibilities

A. Human Resource Management

- Manage day-to-day HR operations and ensure that employee-related activities run smoothly.

- Maintain a complete and updated employee database covering personal details, contact information, designation, department, joining date, salary, reporting manager, employment status, and emergency contacts.

- Maintain employee files containing appointment letters, employment contracts, identity documents, educational certificates, experience certificates, and other required records.

- Keep track of each employee's responsibilities, reporting structure, work location, employment status, and assigned duties.

- Ensure that employee information is accurate, confidential, and updated whenever changes occur.

- Coordinate between employees, department heads, project managers, and senior management.

- Implement company HR policies, procedures, attendance rules, leave policies, and workplace conduct standards.

- Identify employee-related issues and bring important matters to management's attention.

B. Recruitment and Selection

- Identify manpower requirements in consultation with management and department heads.

- Prepare job descriptions for vacancies in accounts, sales and marketing, project management, design, site supervision, and administration.

- Publish job vacancies through Indeed, job portals, recruitment agencies, social media, and other suitable channels.

- Screen CVs and shortlist candidates according to job requirements.

- Conduct initial HR interviews and coordinate technical interviews with the relevant department heads.

- Verify candidate qualifications, previous employment, experience, references, and other relevant details, with appropriate consent where required.

- Coordinate salary discussions and obtain management approval before issuing offers.

- Prepare offer letters, appointment letters, employment contracts, and joining documentation.

- Maintain recruitment records and follow up with selected candidates until they join.

- Maintain a recruitment tracker showing vacancies, applications, interview status, selected candidates, and joining dates.

C. Employee Onboarding and Induction

- Coordinate joining formalities for new employees.

- Explain company rules, working hours, attendance procedures, leave policies, reporting structures, and workplace expectations.

- Collect and verify required employee documents.

- Arrange introductions to department heads, colleagues, and reporting managers.

- Coordinate the issue of ID cards, email accounts, access permissions, uniforms, and company assets, where applicable.

- Ensure that new employees understand their job responsibilities and performance expectations.

- Maintain signed acknowledgements of relevant company policies and employment documents.

- Monitor the completion of probation requirements and coordinate probation reviews with reporting managers.

D. Attendance, Leave and Working Hours

- Monitor daily employee attendance, punctuality, absenteeism, and working hours.

- Maintain attendance records for office employees and coordinate attendance reporting for site-based employees.

- Track late arrivals, early departures, unauthorized absences, overtime, and approved compensatory leave, according to company policy.

- Maintain leave records, including annual leave, casual leave, sick leave, and other applicable leave categories.

- Verify leave applications and route them to the appropriate approving authority.

- Coordinate with project managers and site supervisors to verify site staff attendance and work schedules.

- Prepare monthly attendance summaries for payroll processing.

- Identify recurring attendance problems and discuss corrective action with the relevant managers.

- Ensure attendance and overtime calculations follow company policy and applicable employment laws.

E. Payroll and Salary Coordination

- Collect monthly attendance, leave, overtime, incentive, deduction, and reimbursement information.

- Coordinate with the accounts department to prepare accurate monthly payroll.

- Verify employee salary details, approved revisions, joining dates, resignations, and final settlement inputs.

- Maintain salary structures, including basic salary, allowances, incentives, deductions, and other applicable components.

- Coordinate statutory payroll deductions and employer contributions, where applicable.

- Maintain salary revision records and obtain management approval for changes.

- Handle employee questions concerning salary calculations, deductions, leave adjustments, and payment dates.

- Ensure payroll information remains confidential.

- Coordinate final salary calculations, leave encashment where applicable, notice-period adjustments, and full-and-final settlements.

- Maintain payroll records and supporting documents for audit and compliance purposes.

F. Employee Performance and Productivity

- Coordinate employee performance reviews with department heads and reporting managers.





- Maintain records of job responsibilities, performance targets, review dates, and appraisal outcomes.

- Track probation reviews and confirmation recommendations.

- Monitor employee productivity, punctuality, workplace conduct, and completion of assigned responsibilities through appropriate reporting systems.

- Identify training needs and coordinate employee development activities.

- Assist management in preparing performance improvement plans for employees who require support.

- Maintain documentation of appraisals, promotions, salary revisions, warnings, and performance-related decisions.

- Support fair and consistent performance evaluation across departments.

G. Employee Relations, Complaints and Discipline

- Act as a point of contact for employee questions, concerns, and workplace grievances.

- Listen to complaints impartially and maintain confidentiality to the extent appropriate.

- Investigate employee complaints fairly and document relevant facts.

- Coordinate with management to resolve interpersonal conflicts and workplace misunderstandings.

- Address repeated absenteeism, misconduct, insubordination, and violations of company policies through established procedures.

- Maintain records of warning letters, show-cause notices, explanations, disciplinary meetings, and outcomes, where applicable.

- Ensure employees are given a fair prospect to explain their position before disciplinary decisions are made.

- Promote respectful workplace behaviour, teamwork, accountability, and professional communication.

- Escalate serious complaints, harassment concerns, safety issues, and potential legal matters to management promptly.

- Apply company policies consistently without favouritism or discrimination.

H. Employee Welfare and Retention

- Monitor employee satisfaction, workplace concerns, and retention-related issues.

- Identify reasons for employee absenteeism, dissatisfaction, and resignations.

- Coordinate employee welfare initiatives and workplace engagement activities.

- Support communication between management and employees.

- Conduct exit interviews and document reasons for employee departures.

- Recommend practical improvements to workplace conditions, staff communication, and employee retention.

- Ensure employee concerns are acknowledged and addressed through appropriate channels.

I. HR Policies and Employment Compliance

- Maintain current HR policies, employee handbooks, attendance rules, leave procedures, and workplace conduct guidelines.

- Ensure employment documentation and HR practices comply with applicable labour and employment laws.

- Coordinate applicable statutory registrations, records, filings, and contributions with the accounts team or external compliance professionals.

- Maintain relevant records concerning EPF, ESI, professional tax, labour welfare fund, gratuity, bonus, and other statutory requirements, wherever applicable.

- Monitor relevant statutory deadlines and coordinate timely compliance.

- Maintain records relating to working hours, overtime, wages, leave, holidays, and other applicable employment conditions.

- Coordinate the preparation and maintenance of legally required employment records and notices.

- Ensure appropriate procedures are followed for employment contracts, termination, resignation, notice periods, and final settlements.

- Escalate complex legal and compliance matters to management or qualified professionals rather than making unsupported legal decisions.

J. HR Responsibilities for Construction and Interior Fit-Out Operations

- Maintain employee and workforce records across the office, workshop, warehouse, and project sites.

- Coordinate with project managers to identify site manpower requirements and arrange recruitment when necessary.

- Maintain updated lists of site engineers, supervisors, carpenters, electricians, painters, installers, helpers, and other workforce categories, as applicable.

- Coordinate site staff deployment, transfers, reporting arrangements, and work schedules.

- Track attendance and approved overtime for site-based employees in coordination with site supervisors.

- Coordinate employee induction and site-specific safety orientation with the responsible project and safety personnel.

- Maintain records of safety training, relevant certifications, and required employee documentation.

- Coordinate with project teams regarding manpower shortages, absenteeism, replacements, and workforce scheduling.

- Ensure company assets, tools, uniforms, and access cards issued to employees are recorded and recovered when required.

- Support workforce planning according to project schedules and operational requirements.

K. Resignation, Exit and Full-and-Final Settlement

- Receive and record employee resignation letters.

- Track notice periods, last working dates, and pending handover responsibilities.

- Coordinate exit clearance with accounts, IT, administration, stores, and relevant project teams.

- Ensure company property, ID cards, documents, keys, tools, and other assets are returned.

- Coordinate the calculation of final salary, approved reimbursements, leave encashment where applicable, and other contractual dues.

- Coordinate applicable deductions and statutory requirements with the accounts team.

- Conduct exit interviews and maintain employee separation records.

- Ensure experience letters, relieving letters, and other approved documents are issued according to company policy.

- Update employee records and close access permissions following the approved exit process.

L. General Administration and Office Management

- Manage daily office administration and ensure a professional working environment.

- Monitor office supplies, stationery, utilities, housekeeping, and maintenance requirements.

- Coordinate vendor services, office repairs, equipment maintenance, and facility-related requirements.

- Maintain records of office expenses,



purchase requests, administrative bills, and service contracts.

- Coordinate office schedules, meetings, visitor arrangements, and official correspondence.

- Maintain company records, licences, agreements, insurance documents, and administrative files.

- Coordinate courier services, travel arrangements, accommodation bookings, and official logistics where required.

- Monitor the proper use of office equipment, furniture, vehicles, and other company assets.

- Coordinate with accounts for administrative budgets, expense claims, and supplier payments.

- Ensure that office and administrative records are properly maintained and easily retrievable.

M. Reporting to Management

- Prepare monthly HR reports covering total staff strength, new joiners, resignations, vacancies, absenteeism, and employee turnover.

- Prepare attendance summaries, overtime reports, and leave balances.

- Provide payroll inputs and employee-related financial information to the accounts department.

- Report recruitment progress, pending interviews, manpower shortages, and joining status.

- Maintain reports on probation reviews, performance appraisals, disciplinary matters, and training activities.

- Report employee grievances and significant HR issues to management through appropriate confidential channels.

- Prepare administrative expense summaries and asset records.

- Recommend improvements in HR processes, staff productivity, discipline, and administrative efficiency.

3. Educational Qualifications

- Bachelor's degree in Human Resource Management, Business Administration, Commerce, or a related discipline preferred.

- MBA in HR, postgraduate qualification in HR, or a relevant professional HR certification will be an advantage.

- Practical knowledge of recruitment, payroll coordination, employee relations, attendance management, and HR documentation is essential.

- Knowledge of applicable Indian labour and employment laws is required.

- Strong written and spoken communication skills in English and Malayalam are preferred.

- Knowledge of Hindi or other relevant languages will be an advantage.

4. Experience Requirements

- Minimum 5 years of relevant experience in HR and administration.

- Proven experience managing employee records, attendance, leave, recruitment, onboarding, and payroll coordination.

- Experience handling employee grievances, disciplinary matters, performance reviews, and staff exits.

- Experience coordinating with multiple departments and reporting to senior management.

- Experience in construction, interior design, interior fit-out, contracting, or project-based businesses is preferred.

- Experience managing both office employees and site-based workforces will be a solid advantage.

- Demonstrated ability to maintain confidentiality and handle sensitive employee information professionally.

5. Required Technical Skills

- HR documentation and employee database management.

- Recruitment portals, CV screening, and interview coordination.

- Attendance, leave, overtime, and shift management.

- Payroll preparation and coordination.

- HR policies and employee handbook administration.

- Performance appraisal and probation management.

- Employee grievance handling and disciplinary documentation.

- Labour law awareness and statutory compliance coordination.

- Microsoft Excel for employee databases, attendance, payroll inputs, and HR reports.

- Microsoft Word for appointment letters, policies, notices, and official correspondence.

- Email, digital filing, and document management.

- Familiarity with HRMS, payroll software, biometric attendance systems, or ERP platforms is an advantage.

6. Essential Personal Qualities

- High integrity, honesty, and professional ethics.

- Strong sense of responsibility and accountability.

- Excellent communication and interpersonal skills.

- Ability to maintain confidentiality and exercise discretion.

- Fair, impartial, and consistent decision-making.

- Firm but respectful approach to workplace discipline.

- Strong organizational skills and attention to detail.

- Patience and the ability to listen to employee concerns.

- Good problem-solving and conflict-resolution abilities.

- Emotional maturity and the ability to remain calm under pressure.

- Proactive attitude and the ability to work independently.

- Strong follow-up skills and the ability to enforce company procedures.

- Ability to balance employee welfare with company policies and operational requirements.

- Professional conduct when dealing with employees, clients, vendors, and management.

7. Key Performance Indicators (KPIs)

Performance will be evaluated based on:

- Accuracy and completeness of employee records.

- Timeliness of recruitment and filling approved vacancies.

- Accuracy of monthly attendance and payroll inputs.

- Timely completion of onboarding and employee documentation.

- Compliance with applicable HR and employment requirements.

- Timely completion of probation reviews and performance appraisals.

- Effective resolution and documentation of employee grievances.

- Accuracy of leave, overtime, and employee exit records.

- Timely submission of monthly HR and administration reports.

- Effective coordination of office and site workforce requirements.

- Proper tracking and recovery of company assets.

- Improvement in staff communication, workplace discipline, and HR process efficiency.

8. Preferred Candidate Profile

The ideal candidate must have a thorough understanding of the company's workforce and be capable of answering management questions about staff strength, employee roles, attendance, leave, salary details, reporting managers, performance reviews, pending recruitment, disciplinary matters, and employee documentation.

The candidate should be comfortable interacting with employees at all levels, from office staff and accounts personnel to designers, engineers, project managers, supervisors, and site workers.

The person must be approachable when employees need support, firm when enforcing company policies, fair when resolving disputes, and highly organized when managing records and reporting.

Pay: ₹20,000.00 - ₹35,000.00 per month

Advantages:

- Paid sick time

Education:

- Bachelor's (Required)

Experience:

- Human resources: 1 year (Required)

Work Location: In person

📌 HR & Administration Executive / Manager (Mannuthy)
🏢 RK Dezign
📍 Mannuthy