HR Admin Executive

Overview

Our Quotient is seeking a detail-oriented and proactive HR & Admin Executive to oversee daily HR operations, administrative tasks, and business workflow management from our Mumbai office. This full-time position focuses on recruitment, employee lifecycle management, office and vendor administration, client onboarding, travel coordination, payroll assistance, and maintaining comprehensive documentation to support seamless organizational functioning.

Key Responsibilities

• Manage end-to-end recruitment activities including job postings, candidate sourcing, screening, interview scheduling, and communication with candidates.
• Draft offer letters and oversee pre-joining and onboarding procedures.
• Maintain recruitment trackers and assist hiring managers throughout the hiring process.
• Handle employee lifecycle processes such as onboarding, confirmations, transfers, and exits.
• Maintain employee records, HRMS systems, and essential HR documentation.
• Prepare various HR documents including employment, experience letters, and salary certificates while supporting HR policy implementation with a focus on confidentiality.
• Facilitate employee engagement programs, celebrations, learning, and wellness initiatives, including gathering employee feedback and supporting internal HR communications.
• Oversee office administration tasks including housekeeping, maintenance, courier management, and managing office supplies to ensure smooth daily operations.
• Coordinate with vendors for operational needs, maintain vendor records, manage asset allocation, inventory control, workstation preparedness, and asset verifications.
• Assist in lead management and client onboarding by preparing proposals, maintaining lead trackers, following up on approvals and documentation, coordinating agreements, invoicing, and project handovers.
• Coordinate travel bookings, logistics, procurement, reimbursements, compile attendance and leave records, assist payroll processing, and support statutory compliance and audit activities.
• Maintain comprehensive trackers for HR, recruitment, administration, vendor management, assets, and leads; prepare regular reports and standard operating procedure documentation.
• Collaborate with Finance, Operations, vendors, and other departments to ensure timely and efficient task execution.

Required Skills and Competencies

• Excellent communication and coordination abilities.
• Sound understanding of HR processes and office management procedures.
• Proficient with Microsoft Office suite including Excel, Word, and PowerPoint.
• Strong multitasking capability and ability to meet deadlines.
• Good documentation, reporting skills, and organizational aptitude.
• High integrity with a strong emphasis on confidentiality and attention to detail.

Performance Indicators

• Efficiency in recruitment and onboarding on scheduled timelines.
• Accuracy and up-to-dateness of HR documents and HRMS data.
• Effective management of office administration and vendor communications.
• Precision in lead tracking and smooth client onboarding processes.
• Timely payroll assistance and maintenance of compliance-related documentation.
• Reliable preparation of reports, documentation, and adherence to established processes.