Senior Operation Executive

Company: Big Tree Resource Management Pvt. Ltd.
Department: Operations
Designation: Operations Executive
Reporting To: Operations Manager / Assistant Manager – Operations
Location: As per business requirement
Experience: 1–3 years in staffing, HR operations, or payroll operations

Job Summary

The Operations Executive will be responsible for managing day-to-day staffing operations, employee onboarding, documentation, attendance and payroll coordination, statutory compliance, and client query resolution. The role requires close coordination with recruitment teams, clients, employees, and internal departments to ensure smooth operations, accurate records, and timely completion of all deliverables.

Key Responsibilities

1. Employee Onboarding & Documentation

• Ensure timely onboarding of employees deployed at client locations.

• Collect and verify all mandatory employee documents, including Aadhaar, PAN, bank details, educational certificates, and other required documents.

• Ensure offer letters and appointment letters are issued and acknowledged on time.

• Complete onboarding forms and update employee records in HRMS and master trackers on the day of joining.

• Follow up with recruitment teams and candidates for pending documents and onboarding formalities.

• Maintain accurate employee databases and joining records.

2. Payroll & Attendance Management

• Collect, verify, and reconcile attendance, leave, overtime, and employee deployment data.

• Coordinate with the payroll team to ensure accurate and timely salary processing.

• Identify and resolve discrepancies in attendance, salary inputs, bank details, and employee records before payroll closure.

• Coordinate with clients and site supervisors for attendance approvals and payroll inputs.

• Track salary-related queries and ensure timely resolution.

3. Statutory Compliance & Registrations

• Coordinate employee registrations and documentation related to EPF/UAN, ESIC, and NAPS/NATS, wherever applicable.

• Ensure timely submission of employee details and supporting documents to the concerned teams.

• Monitor pending UAN, ESIC, bank account, and other mandatory employee records.

• Maintain compliance trackers and support the timely submission of statutory records.

• Escalate compliance-related delays or gaps to the reporting manager immediately.

4. Client & Employee Coordination

• Act as the primary operational contact for assigned clients and deployed employees.

• Respond to client queries within the prescribed turnaround time (TAT).

• Coordinate with recruitment, payroll, compliance, and site teams to resolve operational issues.

• Maintain clear communication with clients regarding joining status, employee deployment, attendance, and documentation.

• Track escalations and ensure closure within the committed timelines.

5. MIS & Reporting

• Maintain daily joining trackers, onboarding trackers, documentation trackers, attendance records, and other operational MIS.

• Share daily, weekly, and monthly reports with the reporting manager as required.

• Track offer letters released, offer letters pending, onboarding pending, and documents pending.

• Ensure all trackers and employee databases are accurate and updated in real time.

• Maintain proper records of client communications, employee queries, and issue-resolution status.

6. Site & Deployment Coordination

• Coordinate with site supervisors and client representatives to confirm employee joining and deployment status.

• Monitor absenteeism, employee dropouts, replacements, and deployment gaps.

• Support manpower reconciliation and ensure actual deployment matches client requirements.

• Report manpower shortages, attendance irregularities, and operational risks to the reporting manager.

7. Process Adherence & Accountability

• Follow company SOPs, client-specific processes, and defined operational TATs.

• Ensure no employee joining is left unrecorded or without the required onboarding process.

• Proactively follow up on pending activities rather than waiting for reminders.

• Maintain confidentiality of employee information and company records.

• Take ownership of assigned clients, deliverables, and operational issues until closure.

Required Skills & Qualifications

• Graduate in any discipline; HR or business administration background preferred.

• 1–3 years of experience in staffing operations, HR operations, payroll coordination, or manpower management.

• Working knowledge of Excel, Google Sheets, email communication, and HRMS platforms.

• Understanding of employee onboarding, payroll inputs, EPF, ESIC, and staffing processes.

• Strong coordination, follow-up, documentation, and problem-solving skills.

• Good written and verbal communication skills.

• Ability to manage multiple clients, deadlines, and operational priorities.

Key Performance Indicators (KPIs)

1. Onboarding TAT: Timely completion of employee onboarding and joining formalities.

2. Documentation Compliance: Percentage of employee files complete and accurate.

3. Payroll Accuracy: Accuracy and timeliness of attendance and payroll inputs.

4. Statutory Registration TAT: Timely submission of data required for UAN, ESIC, and applicable registrations.

5. Query Resolution TAT: Timely closure of client and employee queries.

6. MIS Accuracy: Accuracy and timely updating of trackers and reports.

7. Pending Activity Control: Reduction in overdue onboarding, documentation, and operational tasks.

8. Client Satisfaction: Reduction in escalations arising from operational delays or errors.

9. Deployment Accuracy: Timely reporting of joining, absenteeism, dropout, and replacement status.

Expected Outcomes

• All employee joining and onboarding activities are tracked and completed within defined timelines.

• No avoidable payroll or compliance delays due to incomplete operational inputs.

• All assigned client queries are acknowledged, tracked, and resolved within the prescribed TAT.

• Daily MIS and trackers remain accurate and up to date.

• Operational issues are proactively identified, escalated, and resolved.

Accountability: The Operations Executive is responsible for the accuracy, timeliness, and completeness of all activities assigned to them and must ensure that no pending task or client concern remains unattended.

• It is a Full Time Recruiter / HR / Admin job for candidates with 1 - 2 years of experience.