1. ROLE PURPOSE

To independently manage, monitor and strengthen the company's HR systems, industrial relations, statutory and regulatory compliance, buyer audit requirements, licensing, legal coordination and internal controls.
The role requires a professional capable of interacting confidently with government authorities, labour departments, auditors, legal counsel and other regulatory bodies while ensuring disciplined operations and protecting the company's interests.
The position must establish accountability, identify operational and regulatory risks, enforce SOPs and ensure timely corrective action across departments.

2. KEY RESPONSIBILITIES

A. HR Operations & Employee Lifecycle Management
- Oversee recruitment, onboarding, confirmation, performance management and separation.
- Ensure proper attendance, leave, overtime and payroll controls.
- Maintain complete employee records and statutory documentation.
- Establish job descriptions, KRAs and KPIs for employees.
- Implement skill matrices, training plans and competency assessments.
- Monitor manpower productivity, absenteeism and employee turnover.
- Ensure employee grievances and disciplinary matters are handled professionally.

B. Industrial Relations (IR) & Labour Management
- Maintain healthy industrial relations between management, employees and workers.
- Handle employee grievances, disputes and disciplinary proceedings.
- Coordinate domestic enquiries, show-cause notices, warning letters and disciplinary actions in accordance with applicable law.
- Liaise with Labour Officers, Labour Commissioners, Inspectors and other authorities.
- Handle labour inspections, conciliation proceedings and industrial disputes in consultation with management and legal counsel.
- Coordinate trade union matters and employee representative discussions wherever applicable.
- Manage labour-related complaints and statutory notices.
- Prevent avoidable industrial unrest through proactive communication and grievance resolution.
- Support management in maintaining workplace discipline and uninterrupted operations.

C. Statutory, Labour & Factory Compliance
- Ensure compliance with all applicable central and state labour legislation and factory regulations.
- Monitor PF, ESI, gratuity, bonus, minimum wages, statutory leave, working hours and related obligations.
- Oversee compliance relating to contract labour and third-party manpower.- Maintain statutory registers, returns and records.
- Coordinate inspections by the Directorate of Industrial Safety and Health (DISH) and other authorities.
- Maintain an updated statutory compliance calendar.
- Monitor statutory changes and recommend required policy or procedural revisions.
- Ensure timely closure of notices, observations and non-compliances.

D. Buyer Audits, IF Compliance & Certifications
- Independently coordinate buyer audits, factory social-compliance audits and customer compliance requirements.
- Maintain audit readiness throughout the year rather than preparing only before scheduled inspections.
- Ensure compliance with applicable buyer codes of conduct, labour standards, workplace safety, employee welfare and ethical business practices.
- Coordinate Sedex/SMETA, SA8000, GOTS, OCS, GRS, Better Cotton and other certification or audit requirements wherever applicable to the company.
- Oversee IF compliance requirements as applicable to the organisation.
- Coordinate documentation, factory inspections, worker interviews and audit verification.
- Identify compliance gaps and implement corrective and preventive action plans.
- Ensure timely renewal of certifications and submission of required documents.
- Maintain audit observation registers, evidence files and closure reports.
- Work with Production, Maintenance, Quality, Stores and Administration to ensure ongoing compliance.

E. Factory Licensing, Approvals & Government Liaison
The candidate must have practical experience in obtaining, maintaining and renewing licences and statutory approvals.

Responsibilities include:
- Factory licences, amendments, renewals and statutory registrations.
- Liaison with DISH / Factory Inspectorate.
- Tamil Nadu Pollution Control Board consents and approvals.
- Fire and safety approvals, certificates and inspections.
- Labour licences and applicable contractor registrations.
- Electrical safety and CEIG-related approvals, where applicable.
- Boiler,



lift and other equipment-related approvals, wherever required.
- Local body, municipal and other operational permissions.
- Coordination with government departments for inspections, approvals, amendments and renewals.
- Maintenance of a master licence register with expiry dates and renewal tracking.
- Preparation and submission of applications, supporting documents and regulatory responses.
The objective is to ensure that no operational licence, approval or statutory registration expires or remains unattended.

F. Police Station, Government Enquiries & Legal Coordination
- Act as the company's authorised administrative liaison with police stations and relevant authorities.
- Coordinate complaints, enquiries, notices and police-related matters with management and legal advisers.
- Organise documentation and evidence required for complaints and investigations.
- Maintain records of police complaints, CSR/FIR references where applicable, notices and follow-up actions.
- Coordinate with advocates on civil, labour, commercial and other company-related legal proceedings.
- Maintain a central register of court cases and legal matters.
- Track court dates, filing deadlines, pending documentation and action items.
- Coordinate legal replies, affidavits and supporting records through appointed advocates.
- Ensure management receives timely updates on all pending legal matters.
- Maintain confidentiality and protect the company's interests.

Legal representation, advice and filings requiring professional authorisation shall be handled by appointed legal professionals.

G. Income Tax, GST & Financial Regulatory Coordination
- Coordinate with the Accounts and Finance departments, Chartered Accountants, tax consultants and legal advisers on statutory tax matters.
- Monitor Income Tax notices, enquiries, assessments, appeals and related correspondence.
- Coordinate documentation and responses to tax authorities through authorised professionals.
- Track Income Tax and TDS compliance deadlines.
- Support GST notices, assessments and regulatory correspondence.
- Coordinate applicable ROC and company-law compliance requirements.
- Maintain records of tax notices, responses, orders, appeals and pending matters.
- Escalate potential penalties, financial exposures and regulatory risks to management.
- Ensure timely follow-up and closure of tax-related issues.

The role is responsible for compliance coordination and tracking, while technical tax preparation, certification and legal representation remain with the Finance team and appointed professionals.

H. Internal Controls, SOPs & Process Excellence
- Develop, implement and monitor SOPs across HR, Administration, Stores and Dispatch.
- Conduct periodic and surprise internal audits.
- Identify process deviations, irregularities and internal control weaknesses.
- Ensure proper authorisation, documentation and accountability.
- Implement corrective and preventive actions (CAPA).
- Track non-compliance until satisfactory closure.
- Report significant or repeated deviations directly to management.
- Establish effective processes to prevent recurrence of operational failures.

I. Stores & Dispatch Controls
- Monitor inventory receipt, issue, storage and stock reconciliation processes.
- Verify documentation and authorisation for material movements.
- Coordinate random physical stock checks.
- Monitor dispatch documentation, quantities, authorisations and traceability.
- Identify shortages, mismatches and control failures.
- Ensure timely corrective action and process improvements.

J. KRA, KPI, Training & Performance Monitoring
- Establish clearly documented KRAs and KPIs for relevant positions.
- Coordinate periodic employee performance reviews.
- Maintain skill matrices and identify competency gaps.
- Monitor training completion and effectiveness.
- Support manpower optimisation and departmental accountability.
- Provide periodic performance and process-improvement reports to management.

K. Management Reporting & Risk Monitoring
- Submit monthly HR,



IR, compliance and internal control reports.
- Maintain a consolidated dashboard of all statutory licences, approvals and renewals.
- Report buyer audit status, observations and CAPA closure.
- Report pending police matters, court cases and statutory notices.
- Maintain compliance risk registers and escalation mechanisms.
- Highlight overdue actions and risks requiring management intervention.
- Recommend preventive measures to minimise legal, financial and operational exposure.

3. AUTHORITY & ACCOUNTABILITY
The position shall be authorised, within the limits delegated by management, to:
- Access required departmental records, registers and systems.
- Conduct internal compliance checks and audits.
- Obtain explanations and corrective action plans from department heads.
- Coordinate with statutory authorities and external consultants.
- Initiate compliance-related follow-up and escalation.
- Recommend improvements to internal control systems.
- Report significant legal, regulatory and operational risks directly to the Managing Director.

Legal commitments, financial settlements, admissions of liability and binding representations shall require appropriate management authorisation.

4. KEY PERFORMANCE INDICATORS| Performance Area | KPI |
---|---|
Statutory compliance | 100% timely completion of applicable statutory obligations || Licensing | Zero avoidable licence expiries || Buyer audits | Timely audit completion and CAPA closure || Industrial relations | Grievance closure, dispute prevention and workplace stability || Legal cases | Timely documentation, responses and follow-up || Government notices | Zero missed statutory response deadlines || HR documentation | Complete, accurate and updated employee records || Internal audits | Reduction in repeat observations || SOP compliance | Measurable improvement in process adherence || Tax coordination | Timely tracking and escalation of notices and obligations || Management reporting | Complete and timely monthly dashboards |

5. QUALIFICATIONS & EXPERIENCE
Education
- MBA – HR / Industrial Relations
- MSW – Personnel Management & Industrial Relations- Postgraduate qualification in HR, Labour Laws or Business Administration
- Additional legal or compliance qualifications will be advantageous.

Experience
- Preferably 8–12 years of relevant experience.
- Prior experience in textile spinning mills or other manufacturing industries is strongly preferred.
- Hands-on exposure to labour laws, factory licensing and government liaison is essential.
- Experience handling industrial relations, factory inspections, buyer audits and legal coordination is strongly preferred.
- Knowledge of Income Tax, GST and corporate statutory compliance processes is desirable.
- Strong Tamil and English communication skills.

6. KEY COMPETENCIES
- Strong understanding of manufacturing HR and industrial relations.
- Practical knowledge of labour and factory legislation.
- Ability to deal professionally with government and regulatory authorities.
- Experience in licensing, approvals and statutory inspections.
- Confidence in coordinating police, legal and tax matters.
- Knowledge of buyer audit requirements and factory certifications.
- Internal auditing and process-control capabilities.
- Solid documentation and follow-up discipline.
- Sound judgement, discretion and confidentiality.
- Independent decision-making within delegated authority.
- Ability to coordinate with department heads without compromising compliance standards

The candidate must be a hands-on professional capable of independently coordinating HR, industrial relations, statutory compliance, licensing, buyer audits, government liaison, legal matters and internal controls.The primary expectation is to build a disciplined and accountable organisation where regulatory obligations are met, processes are followed, operational risks are identified early and management is kept informed of significant issues.

The position is not limited to routine HR administration. It is a management-control and compliance leadership role requiring ownership, initiative and strong execution capabilities.

Pay: ₹15,000.00 - ₹55,000.00 per month

Application Question(s):

- Which industries have you worked in as an HR professional?
- Are you comfortable working from our Coimbatore office?

Experience:

- HR: 8 years (Preferred)

Work Location: In person

📌 HR & Compliance Manager (Coimbatore)
🏢 Mind Spark Technologies
📍 Coimbatore