HR/Admin HR Manager

The HR Operations Manager will be responsible for managing the complete HR function, including recruitment, onboarding, deployment, attendance, payroll coordination, statutory compliance, employee relations, and workforce management for security personnel and office staff.

The role requires strong coordination with site supervisors, operations managers, clients, and senior management to ensure adequate manpower deployment, employee discipline, compliance with applicable labour laws, and smooth HR operations across all locations.

2. Key Responsibilities

A. Recruitment and Manpower Planning

• Manage end-to-end recruitment of security guards, security supervisors, field officers, and corporate staff.

• Coordinate with recruitment agencies, job portals, and local recruitment sources.

• Maintain a database of candidates and ensure timely closure of manpower requirements.

• Plan manpower requirements in coordination with the Operations Department.

• Verify candidate documents, references, identity, and antecedents as per company policy and applicable requirements.

B. Employee Onboarding and Documentation

• Manage joining formalities, appointment letters, employment agreements, and employee ID cards.

• Maintain employee personal files and digital HR records.

• Ensure collection and verification of identity, address, bank, educational, and other required documents.

• Maintain accurate employee master data, deployment details, and employment records.

• Coordinate induction and training for newly hired employees.

C. Attendance, Payroll and Salary Administration

• Monitor attendance, shift rosters, overtime, weekly offs, leave, and absenteeism.

• Coordinate with site supervisors and operations teams to verify attendance records.

• Prepare and verify monthly payroll inputs, salary sheets, overtime, deductions, and other payable components.

• Coordinate timely salary disbursement and resolve salary-related employee queries.

• Monitor full and final settlements, employee exits, and clearance procedures.

• Maintain records of advances, statutory deductions, and other payroll adjustments.

D. Statutory Compliance and Labour Laws

• Ensure compliance with applicable labour laws and employment regulations.

• Coordinate compliance related to EPF, ESI, minimum wages, bonus, gratuity, professional tax, and other applicable statutory requirements.

• Maintain statutory registers, employee records, wage records, and compliance documentation.

• Coordinate with consultants, auditors, and government authorities as required.

• Support preparation and submission of statutory returns and compliance reports within applicable deadlines.

• Monitor applicable requirements under contract labour regulations, security agency licensing rules, and state-specific regulations.

E. Deployment and Workforce Management

• Coordinate the deployment of security guards and supervisors at client sites.

• Ensure timely replacement of absent or resigned personnel.

• Maintain site-wise manpower reports, deployment lists, and vacancy records.

• Coordinate with Operations to address shortages, emergency requirements, and client escalations.

• Monitor employee transfers, site changes, joining status, and exit status.

• Maintain records of uniforms, equipment, and other company-issued items where applicable.

F. Employee Relations and Discipline

• Handle employee grievances, disciplinary matters, complaints, and workplace disputes.

• Monitor absenteeism, attrition, misconduct, and employee performance issues.

• Conduct counselling and disciplinary proceedings in accordance with company policy and applicable law.

• Coordinate employee engagement, retention initiatives, and exit interviews.

• Promote professional conduct, punctuality, and discipline among deployed personnel.

G. Training and Performance Management

• Coordinate induction, refresher training, and role-specific training for security personnel.

• Work with the Operations Department to identify employee training needs.

• Monitor completion of mandatory training and certifications, where applicable.

• Support performance reviews and recommend corrective actions or development plans.

• Maintain training records and employee competency documentation.

H. HR MIS and Reporting

• Prepare daily, weekly, and monthly HR reports.

• Maintain reports on manpower strength, recruitment, deployment, attendance, attrition, vacancies, and payroll.

• Track employee documentation and statutory compliance status.

• Present HR dashboards and manpower analysis to senior management.

• Recommend improvements in HR processes, productivity, and manpower cost control.

3. Key Performance Indicators (KPIs)

The HR Operations Manager will be evaluated on the following parameters:

• Recruitment turnaround time and vacancy closure rate.

• Timely deployment and replacement of security personnel.

• Accuracy of attendance and payroll inputs.

• Timely salary processing and employee query resolution.

• Statutory compliance and audit readiness.

• Employee retention and reduction in absenteeism.

• Completion of employee documentation and background verification.

• Timely submission and accuracy of HR MIS reports.

• Employee grievance resolution and client satisfaction.

4. Qualifications and Experience

• Education: MBA/PGDM in Human Resources or a postgraduate qualification in HR; equivalent relevant qualifications may be considered.

• Experience: 5–8 years of HR experience, preferably with 2–3 years in a managerial role.

• Experience in the security services, facility management, manpower outsourcing, or contract staffing industry is preferred.

• Knowledge of recruitment, payroll coordination, labour compliance, and workforce deployment.

• Strong communication, leadership, coordination, and problem-solving skills.

• Proficiency in MS Excel, HRMS/payroll software, and reporting tools.

• Ability to manage a large, geographically distributed workforce.

5. Key Competencies

• Leadership and team management

• Recruitment and manpower planning

• Labour law and statutory compliance knowledge

• Payroll and attendance management

• Employee grievance handling

• Analytical and reporting skills

• Time management and coordination

• Decision-making and problem-solving

• Confidentiality and professional integrity

6. Working Conditions

• Full-time position.

• May require travel to company branches.

• Must be available to coordinate urgent manpower requirements and operational issues when necessary.

• Must be comfortable managing field employees, site supervisors, and office-based HR activities.

• It is a Full Time Recruiter / HR / Admin job for candidates with 4 - 6+ years Experience.