Hiring: Head – Administration & HR

Jain Machine Tools | Mumbai

Role Overview

Jain Machine Tools, an authorised distributor of motors, pumps and gearboxes, is looking for an experienced professional to lead its administration and HR functions.

The primary responsibility will be to ensure smooth administrative operations across multiple offices, manage vendors and expenses, oversee documentation and establish efficient systems for all non-business operational activities. The role will also lead HR operations, guide the existing HR executive and handle employee-related matters.

The candidate will work directly with the Owner, Kenil Roshy, and ensure that routine administrative and HR activities are managed independently and systematically.

Key Responsibilities

A. Administration & Office Management (70%)

- Office & Facility Management: Oversee the day-to-day administration of multiple offices, including maintenance, utilities, housekeeping and other facility-related requirements.
- Vendor & Purchase Management: Manage non-business purchases, vendor relationships, quotations, negotiations and timely procurement of office supplies and services.
- Expense & Payment Management: Monitor utility bills, rent payments, petty cash, office expenses and employee reimbursements, ensuring timely processing and proper documentation.
- Rent Agreements & Documentation: Track rental agreements, renewals, licences, insurance and other administrative documents to ensure timely action and compliance.
- Cost Control & Budgeting: Monitor administrative expenses, identify cost-saving opportunities and ensure expenditure remains within approved budgets.
- Administrative Systems: Establish standard processes, checklists, approval mechanisms and tracking systems to ensure that no important administrative task is missed or delayed.
- Coordination & Execution: Coordinate with vendors, landlords, service providers and internal teams to resolve administrative issues efficiently.
- Management Reporting:



Provide periodic updates to the owner on administrative expenses, pending payments, renewals, facility issues and other important matters.

B. Human Resources (30%)
- Recruitment & Onboarding: Oversee recruitment coordination, employee onboarding and induction processes.
- Employee Relations: Handle employee grievances, concerns and escalations, ensuring fair and timely resolution.
- Payroll & Employee Records: Supervise payroll coordination, resolve salary discrepancies and ensure accurate employee records, attendance and leave management.
- Performance Appraisals: Coordinate appraisal cycles, performance reviews and related documentation.
- HR Policies & Compliance: Implement HR policies and monitor applicable labour law and statutory compliance requirements.
- HR Team Leadership: Guide and supervise the HR executive, ensuring timely completion of HR activities and adherence to established processes.

Candidate Profile

- Minimum 5–6 years of experience in administration and HR, preferably in an SME or mid-sized organisation.
- Strong hands-on experience in office administration, vendor management, expense control, facilities and documentation.
- Experience managing multiple offices and coordinating non-business purchases, payments and reimbursements.
- Working knowledge of recruitment, payroll coordination, employee relations and performance appraisals.
- Understanding of applicable statutory and labour law compliance requirements.
- Strong organisational, negotiation, coordination and problem-solving skills.
- A self-driven professional capable of independently managing routine matters and escalating important decisions appropriately.

What We Are Looking For A responsible and systematic skilled who can take complete ownership of administrative operations, maintain effective HR processes and ensure that routine organisational matters run smoothly without constant intervention from the owner.

Reporting To: Owner, Jain Machine Tools

Experience: 5–6 years

Location: Mumbai

Pay: ₹35,000.00 - ₹50,000.00 per month

Work Location: In person

📌 Head Administration (Mulund West)
🏢 JAIN MACHINE TOOLS u0026 ELECTRICALS
📍 Mulund West