Job Title: Junior Human Resources (HR) & Admin Executive

Role Purpose

The Junior HR & Admin Executive is responsible for managing the company’s day-to-day Human Resources (HR) and administrative operations in a structured, timely, and accurate manner. This role ensures attendance, leave, records, recruitment coordination, onboarding/offboarding, documentation, and admin processes are maintained consistently, keeping all HR and admin work visible, current, and reviewable.

This is an operational role, not just coordination—recurring HR and admin tasks must be conducted consistently with systems, trackers, and follow-ups always up to date.

Core Responsibilities

1. Attendance, Leave, and Employee Records

• Track daily attendance and update records accurately.
• Monitor late arrivals, absenteeism, and missing attendance entries.
• Update leave records and maintain leave balances.
• Process leave requests for approval or escalation.
• Maintain employee master records including role, department, reporting line, employment status, and salary changes.

2. Payroll Coordination

• Prepare payroll inputs and submit to finance on time.
• Provide attendance, leave balances, deductions, joiner/resignation updates.
• Verify bonus, increment, commission, contractor, and freelancer payments.
• Maintain complete and current payroll-related records.

3. Recruitment and Hiring Process

• Track hiring pipeline and post job advertisements.
• Review, categorize, and maintain incoming CVs in a structured, searchable database.
• Shortlist candidates and coordinate interview schedules.
• Maintain candidate and freelancer/contractor databases including rates, skill sets, availability, and portfolio links.

4. Onboarding and Offboarding

• Conduct onboarding: contracts, documentation, checklists, reporting lines, and system access.
• Conduct offboarding: document collection, equipment return, access revocation, exit interviews, and employee record updates.

5. HR Documentation and Compliance

• Maintain contracts, agreements, employee files, and policy documentation.
• Ensure HR documentation is organized, reviewable, and compliant.
• Maintain CVs, candidate records, and external resource records accurately.

6. Performance and Employee Follow-up

• Track performance review cycles, PIP records, and issue logs.
• Gather feedback from department leads.
• Conduct employee check-ins and engagement follow-ups as assigned.

7. HR Reporting and Administration

• Update HR trackers and working sheets regularly.
• Prepare monthly HR reports (headcount, leave, recruitment, attrition, training, issue logs, CV/freelancer database).
• Conduct filing, backup, and document housekeeping.

8. Administrative Responsibilities

• Maintain office admin trackers, records, and systems.
• Coordinate onboarding/offboarding administrative requirements, office facilities, equipment, and organization.
• Ensure admin work is structured, visible, and followed up.

Key Performance Indicators (KPIs)

• Attendance & Leave Accuracy: 100% records updated correctly, late patterns flagged.
• Payroll Readiness: On-time payroll inputs, no delays due to missing HR data.
• Recruitment Pipeline Discipline: All open roles tracked, candidate status updated, CVs categorized on time.
• Onboarding & Offboarding Completion: 100% checklist completion and timely record updates.
• HR Documentation Quality: All files organized and accessible, no missing critical documents.
• Tracker & Reporting Discipline: All trackers updated timely, no backlog.
• Responsiveness & Follow-through: Tasks progressed without repeated reminders.
• Administrative Organization: Files, folders, and records maintained in structured, usable formats.

Success in the Role

• HR and admin work is visible, current, and organized.
• Payroll inputs are accurate and timely.
• Recruitment pipelines are active and reviewable.
• Onboarding and offboarding are smooth.
• Employee records, documentation, CVs, and freelancer/resource records are current and usable.
• Management can rely on HR and admin status without repeated follow-ups.

Required Working Style

• Organized, detail-conscious, timely, reliable.
• Able to follow through without repeated reminders.
• Comfortable working with trackers, files, records, and recurring processes.
• Proactively flags issues before they become problems.

Probation / Review Basis

Performance will be reviewed on: timeliness, accuracy, documentation quality, process discipline, tracker maintenance, reduction in missed follow-ups, CV and resource database quality, and ability to conduct recurring HR and admin work independently.

One-Line Role Summary

The Junior HR & Admin Executive manages recurring HR and admin operations, ensures accurate records and databases, keeps hiring and people processes organized, and maintains visibility and reliability of HR/admin work.