HR & Administration Manager

Job Description:

Job Purpose

We are looking for an experienced HR & Administration Manager who can independently manage the complete HR function for our manufacturing organization, strengthen employee discipline and engagement, ensure statutory compliance, and develop professional HR systems and processes.

Key Responsibilities

1. Recruitment & Manpower Planning

• Manage end-to-end recruitment for technical, production, engineering, sales, service and office positions.
• Prepare manpower requirements with department heads.
• Develop and maintain Job Descriptions for all positions.
• Screen CVs, conduct initial interviews and coordinate technical/final interviews.
• Maintain recruitment pipeline and joining documentation.
• Manage employee onboarding, induction and exit formalities.

2. HR Operations & Employee Records

• Maintain complete and accurate employee records.
• Manage attendance, leave and time-office systems.
• Ensure timely updating of employee master data.
• Maintain confidential HR documentation.
• Develop HR MIS and monthly management reports.

3. Payroll, PF & ESIC

• Coordinate monthly payroll processing with Finance.
• Verify attendance, overtime, incentives, deductions and leave data.
• Manage PF, ESIC and applicable statutory compliance.
• Ensure final settlement of employees is accurate and compliant.
• Coordinate with external consultants where required.

4. Performance Management

• Implement employee KPI/KRA systems.
• Coordinate annual and periodic performance appraisals.
• Support department heads in setting measurable employee targets.
• Identify performance gaps and recommend corrective actions.
• Develop employee training and development plans.

5. Employee Relations & Discipline

• Handle employee grievances and workplace issues professionally.
• Counsel employees and maintain discipline.
• Investigate employee complaints and disputes.
• Work closely with management to resolve employee-related issues.
• Maintain a fair, transparent and positive work environment.

6. Training & Development

• Identify training requirements department-wise.
• Coordinate technical, behavioural and safety training.
• Maintain training records.
• Develop employee development plans.
• Support management in building future leadership capabilities.

7. HR Policies & Compliance

• Develop, implement and update HR policies and SOPs.
• Ensure compliance with applicable labour laws and regulations.
• Maintain required statutory registers and documentation.
• Review HR processes periodically and recommend improvements.
• Ensure confidentiality of employee and company information.

8. Administration

• Manage day-to-day office and factory administrative activities.
• Coordinate staff travel, accommodation and visitor arrangements.
• Manage office supplies and administrative purchases.
• Coordinate facility-related administrative requirements.
• Support management in maintaining a disciplined and professional workplace.

9. HR MIS & Management Reporting

Prepare monthly HR reports covering:

• Total manpower
• New joining / resignations
• Department-wise manpower
• Attendance & absenteeism
• Overtime
• Employee turnover
• Recruitment status
• Training status
• Performance/KPI status
• PF/ESIC compliance
• Payroll summary
• Employee grievances
• Contract labour status

10  ERP & HRMS Responsibilities

• Manage and maintain HR-related data in ERPNext.
• Maintain Employee Master, Department, Designation, Joining/Exit and other employee records in ERP.
• Manage Employee Attendance, Leave Applications and Leave Allocation through ERP.
• Coordinate with Accounts/Finance for Payroll processing through ERP.
• Maintain employee salary structures, deductions, overtime and other payroll components.
• Generate HR MIS reports from ERPNext for management review.
• Monitor attendance, absenteeism, overtime and manpower reports through ERP.
• Ensure proper workflow and approval systems for HR transactions.
• Support implementation and improvement of ERPNext HR & Payroll modules.
• Coordinate with IT/ERP team for customization, reports, permissions and workflow requirements.
• Train HR/Admin users on ERP processes and ensure proper data discipline.
• Ensure ERP data accuracy, confidentiality and timely updating.

Required ERP Skills

• ERPNext experience preferred / mandatory
• Minimum 2–3 years practical ERP experience preferred.
• Good understanding of HR, Payroll, Attendance and Leave modules.
• Good knowledge of MS Excel + ERP MIS reporting.
• Ability to understand ERP workflows and coordinate with ERP implementation teams.

Candidate Profile

Education

• MBA / PGDM in HR preferred
• Bachelor's degree in HR, Business Administration or related field

Experience

• Minimum 5 years of relevant HR experience
• Experience in a manufacturing / engineering company will be preferred
• Candidates with experience handling both HR + Factory Administration will have an advantage.

Required Skills

• Strong knowledge of HR operations
• Good understanding of Indian labour laws
• PF & ESIC knowledge
• Payroll and attendance management
• Recruitment and employee engagement
• Performance management
• Excellent communication and interpersonal skills
• Strong problem-solving and decision-making ability
• Good leadership and team-management skills
• Strong MS Excel / Word / Outlook skills
• Ability to prepare HR MIS reports

The original JD also specifies strong organizational ability, confidentiality, leadership, decision-making and MS Office proficiency, which I have retained and expanded for a senior-level role.

Preferred Candidate

5–10 years experience in HR/Admin in a manufacturing or engineering company, preferably someone who can independently manage HR for both office and factory operations.

For a genuinely senior 5+ year HR Manager who will handle factory HR, labour compliance, PF/ESIC, recruitment and HR MIS independently, I would recommend considering a higher package depending on the candidate's capability.