We are hiring a Head of HR & Administration

Job Description:

Job Description – Head of HR & Administration
Position: Head – Human Resources & Administration
Industry: Real Estate / Construction / Property Development
Department: Human Resources & Administration
Reports To: Managing Director / CEO / Director – Operations
Location: Corporate Office with regular project-site visits
1. Job Purpose
To lead and manage the Human Resources and Administration functions across the corporate office and all real estate project sites, ensuring effective manpower management, employee engagement, statutory compliance, workplace administration, employee welfare, facilities management, and efficient administrative operations.
The role will provide strategic HR leadership while ensuring smooth day-to-day administrative functioning across offices, sales galleries, sample flats, project offices, labor camps, and other company facilities.

2. Key Responsibilities
A. Human Resources Management
Develop and implement HR policies, procedures, and systems aligned with business objectives.
Manage manpower planning and recruitment for corporate, sales, engineering, project, and support functions.
Coordinate with business heads to identify manpower requirements and close vacancies within agreed timelines.
Manage onboarding, induction, transfers, promotions, confirmations, and employee separation processes.
Maintain accurate employee records and HR documentation.
Establish and monitor performance-management and appraisal systems.
Support management in organization structure, manpower budgeting, and succession planning.
Develop employee engagement, retention, welfare, and grievance-management initiatives.
Coordinate training and development programs based on organizational requirements.
Advise management on employee relations, disciplinary matters, and workplace policies.
Ensure effective communication of HR policies and company procedures across all locations.
B. Payroll, Attendance & HR Operations
Oversee attendance and leave management across corporate and project locations.
Coordinate monthly payroll processing with Finance/payroll teams.
Ensure accurate employee master data, salary inputs, deductions, incentives, and statutory contributions.
Monitor attendance of site employees, sales teams, security, housekeeping, drivers, and other support staff.
Implement and monitor HRMS/attendance-management systems.
Ensure timely completion of employee documentation and statutory records.
C. Labour & Site Workforce Administration
Manage administration of labor camps and workforce facilities at project sites.
Ensure adequate sanitation, drinking water, electricity, accommodation, housekeeping, and welfare facilities.
Coordinate with project teams and contractors regarding manpower deployment and workforce administration.
Monitor compliance relating to contract labor and applicable labor requirements.
Conduct periodic inspections of labor camps and site welfare facilities.
Address workforce grievances and coordinate resolution with project management and contractors.
D. Facility & Office Administration
Manage corporate office, project offices, sales galleries, sample flats, and other company facilities.
Oversee housekeeping, security, reception, pantry/catering, maintenance, utilities, and general office services.
Ensure uninterrupted power backup, water supply, internet/communication facilities, and essential infrastructure.
Manage office transport and vehicle requirements.
Establish administrative SOPs and service standards across locations.
Ensure offices and project facilities maintain professional standards suitable for employees and customers.
E. Procurement & Vendor Management
Manage procurement of non-construction items such as office equipment, IT hardware, stationery, PPE, uniforms, signage, furniture, and administrative supplies.
Identify and evaluate vendors and service providers.
Negotiate commercial terms, service agreements, and annual contracts.
Monitor vendor performance, service quality, costs, and contract renewals.
Maintain an approved vendor database and ensure proper documentation.
Work with Finance and Procurement teams to maintain appropriate controls over administrative expenditure.
F. Fixed Asset & Inventory Management
Maintain records of company assets across corporate and project locations.
Implement asset tagging, verification, transfer, and disposal procedures.
Conduct periodic physical verification of fixed assets and administrative inventory.
Control issuance and return of company assets such as laptops, mobile phones, furniture, vehicles, and other equipment.
Coordinate disposal of obsolete assets and scrap in accordance with company policy and applicable environmental requirements.
G. Documentation & Records Management
Establish secure physical and digital document-management systems.
Ensure proper custody and accessibility of important company, property, project, employee, vendor, insurance, and administrative records.
Coordinate post-sales administrative documentation where applicable, including allotment letters, agreements, registration documentation, and customer records.
Maintain confidentiality and controlled access to sensitive documents.
Ensure proper document retention, archiving, and retrieval systems.
H. Statutory Compliance & Government Liaison
Coordinate administrative statutory compliances applicable to corporate offices and project locations.
Liaise with municipal authorities and other local government departments for utilities and administrative permissions.
Coordinate trade licenses, fire-safety requirements/NOCs, pollution-related permissions, and other applicable approvals.
Maintain a compliance calendar and ensure timely renewals.
Coordinate with legal, project, finance, and external consultants wherever specialized statutory advice is required.
Maintain proper records of licenses, approvals, inspections, notices, and renewals.
I. Employee Welfare, Safety & Workplace Standards
Promote a safe, professional, and employee-friendly workplace.
Coordinate with relevant teams on workplace safety, emergency preparedness, and employee welfare.
Ensure appropriate facilities for employees at corporate and project locations.
Support implementation of applicable workplace policies, including prevention of harassment and employee grievance mechanisms.
Coordinate with site management regarding worker welfare and basic safety-related administrative requirements.
J. Local Liaison & Stakeholder Management
Maintain professional relationships with local authorities and community stakeholders.
Support project teams in resolving local administrative issues.
Handle or coordinate responses to neighborhood/community grievances affecting company operations.
Represent the company appropriately in routine administrative matters with local authorities and service providers.
Escalate sensitive legal, political, or reputational matters to senior management promptly.
K. Insurance Administration
Coordinate company insurance requirements covering properties, assets, equipment, vehicles, employees, and applicable liabilities.
Maintain insurance policy records and renewal calendars.
Coordinate with insurance brokers, insurers, Finance, and Legal teams.
Assist in documentation and coordination of insurance claims.
3. Key Deliverables / KPIs
Timely closure of critical manpower requirements.
Employee retention and engagement levels.
Payroll and attendance accuracy.
HR and statutory compliance without avoidable penalties.
Timely renewal of licenses, insurance, and administrative contracts.
Administrative cost optimization and budget adherence.
Vendor performance and service-level compliance.
Accuracy of fixed-asset and inventory records.
Timely resolution of employee and site administrative grievances.
Labor-camp and workplace facility standards.
Successful completion of periodic HR/Admin audits.
Timely and accurate HR/Admin MIS reporting to management.
4. Team / Functions to Manage
Depending on company size, the position may supervise:
HR & Admin Managers/Executives
Recruiters
Payroll & Attendance Team
Site HR/Admin Teams
Security Personnel
Housekeeping Staff
Drivers / Transport Team
Office Support Staff
Facility Management Vendors
Labor Camp Administration Teams
5. Candidate Profile
Education:
MBA/PGDM in Human Resources, or Master's/Bachelor's degree in HR, Business Administration, or a related discipline.
Additional certification in labor laws, HR operations, or facility management will be an advantage.
Experience:
Approximately 12–18 years of progressive experience in HR & Administration.
Preferably 5+ years in a managerial/head role.
Experience in real estate, construction, infrastructure, hospitality, manufacturing, or other multi-location organizations is desirable.
Experience managing both corporate-office and project/site HR & administration is strongly preferred.
6. Required Competencies
Strong knowledge of HR operations and people management.
Practical understanding of applicable employment and labor compliance.
Excellent administrative and organizational skills.
Vendor negotiation and cost-control abilities.
Strong communication and interpersonal skills.
Ability to manage multiple project locations simultaneously.
Government/local-authority liaison skills.
Conflict and grievance-resolution capability.
Strong documentation and reporting discipline.
High level of integrity and confidentiality.
Ability to work independently and take ownership of critical issues.
Strong problem-solving and decision-making skills.
7. Key Attributes
The ideal candidate should be:
People-oriented but firm on policies
Highly organized and process-driven
Commercially and cost-conscious
Hands-on with site operations
Strong in local liaison and stakeholder management
Responsive during operational emergencies
Capable of managing multiple locations and teams
Comfortable working closely with senior management
8. Role Scope
The Head – HR & Administration will act as the central point of coordination between Management, HR, Finance, Legal, Projects, Sales, Procurement, contractors, employees, government authorities, and external service providers, ensuring that the company's people and administrative infrastructure supports timely and efficient project execution.