Work Profile as Executive – HR & Administration

HR Activities:

 Preparing and maintaining HR documents (SOP, Quality Formats, Process Flow Diagram, Process
Approach)
 Recruit candidates for the vacant position in the organization.
 Provide Manpower requisition form to departmental head to fill the details for vacant position.
(Date, Department, Post, Reason)
 Post job vacancies on job portals, Search candidates on Resdex - Boolean search (searching
candidates with precise requirement in terms of qualification, experience, CTC, location)
 Call & send Email to education institutes and acquaint them regarding our vacancies and
providing Job description, there by offering job opportunities to their students/alumni. Get their
student details, contact each student and know their willingness for the vacant post.
 Register & Participate in Job Fair organized by employment office (Provide company & vacancy
details)
 Consult free placement providers and provide them details regarding vacant post.
 Employee Referral - Spreading the word among employees to refer candidates.
 If needed, search newspaper advertisement agencies, negotiate rate and provide complete
details for posting vacancies.
 Access CVs and shortlist the prospect candidates
 Call the shortlisted candidate and conduct telephonic interview
 Send email for Personal Interview Call with Interview details (Date, Time, Venue, Vacant Post,
documents required) keeping in check with the interview panel’s feasibility.
 On the interview day, collect resume/cv from the interviewee and get candidate application
form filled.
 Conduct interview and fill the details in rating sheet.
 Convincing for the service bond and Salary negotiation.
 Select the best suitable candidate and send offer letter. Repeat the above procedure unless
acceptance of offer.
 On joining, collect KYCs of new joinee (Highest Degree certificate, PAN card, Aadhar Card, 2
passport size photograph and in case of experienced employee additional documents such as
salary slip, experience letter/relieving letter)
 Work Profile as Executive – HR & Administration

 Issue Appointment Letter or employee contract and keep the sign copy of the same. Also collect
security deposit cheque
 Assign Responsibilities and Authorities to Employees
 Enroll details in Bio-matrix (Name, Department, DOJ) and facilitate face/thumb punching
 Impart induction training to new joinee (Introduction to company and its product & processes,
HR policies, rules & regulations) and later handover to the concerned HOD
 On identification of need create an Email ID in G-Suite and provide new email ID & Password to
the employee (send email to infliflex to get access for an additional email ID)
 Provide details of employees to facilitate Visiting Card & ID Card
 Measure performance of employees during training/probation period and to maintain track for
the same in Individual Training Record & Personnel qualification Record
 Keep co-ordination with superior for confirmation of employees during training/probation
period and issue confirmation letter
 Prepare training schedule for all employees on quarterly basis and maintain training schedule
record
 Ensure training is imparted to identified employees based on training schedule and maintain
training participant record
 Conduct written exam of employees and maintain evaluation of training record after completion
of each training
 Issue leave application form and sign the same after respective head approves it
 Update attendance sheet daily on basis of leave form submission and whatsapp text message.
 At the end of month on basis of office work register and bio matrix data, each and every
employee’s attendance is verified and final attendance sheet is prepared
 Leave Balance sheet is updated at the end of every month on basis of attendance sheet. In case
of any unsanctioned leave salary is deducted. Display leave balance sheet on notice board every
month for employees’ reference
 Canteen calculation sheet is prepared on basis of employees shift record given by production
head at the end of every month and on and off used days of canteen facility by other employees
 Verifying targeted allowance data and do its calculation
 Based on leave balance & canteen sheet salary is processed
 Resolve employees query related to salary break up and other issues
 Prepare PF sheet and communicate with labour law consultant for PF challan and ECR statement
 Work Profile as Executive – HR & Administration

 Provide UAN number to employees and train them to use the portal
 Update employees’ KYCs on UAN portal and communicate with external consultant for approval
of KYCs
 Facilitate PF withdrawal process (claim Form 19 and Form 10 C) to ex-employee
 Issuance of salary certificate, employee verification letter as and when required
 Prepare and maintain quality records of HR department (Man Power Requisition Form,
Candidate Application Form, Rating Sheet, Training Participant Record, Individual Training
Record, Evaluation Form, Training Schedule, Training Chart, Competence Matrix)
 Conducting exit interview and completing employee exit formalities
 Prepare and Issue Warning Letter, Termination Letter and Retrenchment Letter, experience
letter, relieving letter and making no dues certificate sign
 Draft NDA, NOC, Declaration, Acknowledgement, Claim, Cover Letter, Authorization Letter,
Business Invitation Letter for VISA, etc. as and when required
 Gratuity Calculation of employees
 Send email, text message and display general notices, information, etc
 Update manpower list every time on a new joinee or exit of any employee. (Name, DOJ,
Department, Designation, DOB, Salary)
 Prepare holiday list and take prior approval from top management before its announcement
 Prepare Intercom list and distribute the same as and when required or if any alteration
 Privilege Leave encashment calculation and provide data to account department at the end of
the year
 Ensure timely medical checkup of all employees (Once in a year)
 Facing ISO, CE, FDA announced and unannounced Audits and preparing supporting documents
in case of any NCs to ensure its closure
 Formulation and implementation of general rules & regulations of the company
 Conduct weekly meeting of all departmental heads and prepare Minutes of Meeting
 Enroll employee details in SAP and provide support as and when required
 Search Payroll software suppliers and taking demo, asking for additional features, negotiating
rates etc
 Communication with government officials regarding apprenticeship registration
 Grievance redressal among employees
 Work Profile as Executive – HR & Administration

Apart from above activities I’ve also undertaken below activities being open to explore new areas and
opportunities:

 Prepared Market report of various products

 Prepared salary survey report
 Prepared working hours report
 Compilation of Tender documents
 Played major role in development of base for SAP
 Developed Performance Management System (Job Description, Job Specification, Job Analysis,
Performance Evaluation)
 Searched website designer and provided concrete data and done constant follow up with
website developer to facilitate company’s website development
 Imparted various training to employees (SAP and brief on product, its manufacturing process
and its usage, ISO 9001, CE to employees)
 Communicated with suppliers and customers
 Executed sales order activities
 Done daily follow up with marketing employees and maintaining record of same
 Prepared format of Leave Application form and ID Card

For organization development I can facilitate:

 Compliance with Factory Act Check List

 Impart SAP & ISO 9001:2015 training
 Initiate Employee Engagement activities