HR Recruiter & HR Operations Executive
Company: Vendiman Private Limited
Department: Human Resources
Designation: HR Recruiter & HR Operations Executive
Location: Andheri East, Mumbai
Work Mode: Work from Office
Experience: Minimum 1 year
Industry Preference: Retail, FMCG, Manufacturing, or related industries
Travel Requirement: Candidate must be willing to commute to the Andheri East office daily.
1. Job Summary
We are looking for a proactive and detail-oriented HR Recruiter & HR Operations Executive to manage end-to-
end recruitment and support essential HR operational activities. The role involves sourcing and hiring
candidates for blue-collar, white-collar, technical, and field operations positions, coordinating employee
onboarding and documentation, managing exit formalities, processing reimbursement claims, and maintaining
accurate HR records.
The ideal candidate should have at least one year of relevant experience, preferably in the Retail or FMCG
sector, with strong coordination, communication, follow-up, and Excel skills.
2. Key Responsibilities
A. Recruitment & Talent Acquisition
Manage the end-to-end recruitment lifecycle, including manpower requisitions, sourcing, screening,
interview coordination, offer management, and joining follow-ups.
Understand manpower requirements from department heads, operations managers, and project teams.
Source candidates through LinkedIn, Naukri, job portals, employee referrals, recruitment consultants,
social media, walk-ins, and field networks.
Handle bulk hiring and lateral recruitment for field staff, operations, technical teams, sales, and
corporate positions across multiple locations.
Screen resumes, conduct initial HR interviews, and assess candidate suitability against job
requirements.
Coordinate interviews with hiring managers and maintain regular communication with candidates.
Negotiate salary within approved budgets and coordinate offer release and acceptance.
Follow up with selected candidates to minimize offer dropouts and ensure successful joining.
Meet defined recruitment turnaround times (TAT), preferably within seven days or as specified by the
hiring requirement.
Maintain an active candidate database and recruitment pipeline for current and future vacancies.
Prepare daily and weekly recruitment MIS covering open positions, sourcing, interviews, offers,
joining status, and pending requirements.
B. Employee Onboarding & Joining Formalities
Coordinate pre-joining communication and confirm the joining date with selected candidates.
Collect and verify employee joining documents, including:

Updated resume and photographs
Aadhaar and PAN details
Educational certificates and previous employment documents, as applicable
Bank account details and cancelled cheque, where required
Address proof and emergency contact details
UAN/PF and ESIC details, where applicable
Signed offer letter, appointment letter,



and other required declarations
Prepare and maintain employee personal files and digital documentation.
Coordinate employee code creation, HRMS enrolment, and onboarding formalities with the concerned
teams.

Ensure offer letters, appointment letters, joining forms, and policy acknowledgements are completed
and filed.
Coordinate induction, introduction to company policies, and joining formalities.
Follow up on pending documents and ensure employee records are complete and accurate.
C. Employee Documentation & HR Records
Maintain updated employee master data, personal files, employment records, and document trackers.
Ensure employee documents are properly organized in physical and digital formats.
Track pending documents, employment confirmations, letters, and other HR records.
Prepare and issue standard HR letters, including employment certificates and other documents as
authorized.

Maintain confidentiality and ensure secure handling of employee personal and financial information.
Support HRMS data updates and maintain accurate employee records.
D. Employee Exit & Full and Final Documentation

Coordinate employee resignation formalities and maintain resignation records.
Collect resignation emails, acknowledgement records, and other required exit documents.
Coordinate exit clearance with reporting managers, IT, Administration, Finance, and other concerned
departments.

Track company assets, access cards, identification cards, and other assigned assets pending return.
Prepare and maintain exit checklists, exit interview records, and handover documentation.
Coordinate relieving letters, experience letters, and other separation documents as authorized.
Follow up with the concerned teams for Full and Final (F&F;) settlement inputs and documentation.
Maintain an updated employee exit tracker with resignation dates, last working days, clearance status,
and pending formalities.
E. Employee Reimbursement Claim Processing

Receive and verify employee reimbursement claims and supporting bills or invoices.
Check claims against the applicable company reimbursement policy, approved limits, eligibility
criteria, and supporting documentation.

Identify missing bills, incomplete forms, duplicate claims, or discrepancies and follow up with
employees for corrections.

Maintain reimbursement trackers and employee-wise claim records.
Prepare reimbursement summaries and supporting documents for review and approval by authorized
personnel.





Coordinate with Finance and Payroll for approved claims and payment processing.
Maintain proper records of submitted, approved, rejected, and pending reimbursement claims.
Ensure reimbursement claims are processed within defined timelines and maintain confidentiality of
employee financial information.
F. HR Operations & Employee Coordination

Coordinate with employees and managers regarding HR documentation, onboarding, and exit
formalities.

Maintain trackers for recruitment, onboarding, employee documents, exits, and reimbursements.
Support employee engagement activities and other HR initiatives as required.
Assist in preparing HR reports, employee databases, and periodic management updates.
Ensure adherence to company HR policies and established procedures.
Perform other HR-related responsibilities assigned by the HR Manager or Head of HR.
3. Required Qualifications & Skills

Graduate or postgraduate in Human Resources, Business Administration, Management, or a related
discipline.

Minimum one year of relevant experience in recruitment and HR operations.
Prior experience in Retail or FMCG is preferred.
Exposure to bulk hiring, field recruitment, or multi-location recruitment will be an advantage.
Good knowledge of end-to-end recruitment and candidate management.
Basic understanding of onboarding, employee documentation, exit formalities, and reimbursement
processing.

Proficiency in MS Excel, Google Sheets, and MS Office.
Experience with HRMS platforms will be an advantage.
Strong communication, coordination, negotiation, and follow-up skills.
Good organizational skills, attention to detail, and ability to manage multiple priorities.
Ability to maintain confidentiality and handle employee records responsibly.
4. Key Performance Indicators (KPIs)

Timely closure of vacancies within the defined recruitment TAT.
Number of successful joinings against assigned hiring requirements.
Candidate offer acceptance and joining conversion rate.
Accuracy and timeliness of recruitment MIS and candidate trackers.

Completion of onboarding documentation within defined timelines.
Accuracy and completeness of employee files and HRMS records.
Timely completion of exit documentation and clearance follow-ups.
Accuracy and timely submission of reimbursement claims for approval.
Timely follow-up and closure of pending employee documentation.
5. Candidate Profile
The ideal candidate should be hands-on, organized, and comfortable handling both recruitment and routine HR
operations. The candidate must demonstrate strong follow-up skills, a service-oriented approach, attention to
detail, and the ability to work in a rapid-paced business environment.
Important: This is a full-time, work-from-office position at Andheri East, Mumbai. Candidates must be
comfortable with the daily commute and should have a genuine interest in building a career in recruitment and
HR operations.

📌 Human Resource Recruiter (Mumbai)
🏢 Vendiman
📍 Mumbai