Executive / Assistant Manager – HR & Operations Administration

About TOT IN SHOT Photography

TOT IN SHOT Photography specializes in capturing precious moments such as maternity, newborn, baby milestones, birthdays, and family portraits. Our approach combines innovative studio setups, customized client experiences, and streamlined operations to deliver superior quality service.

Key Responsibilities

• Handle the complete recruitment lifecycle including job advertising, sourcing, screening, coordinating interviews, selecting candidates, and onboarding new hires for various positions such as CRM and sales executives, photographers, photo editors, studio assistants, and support staff.
• Maintain an up-to-date candidate pool to support both immediate and seasonal staffing needs, oversee employee induction, documentation, and exit procedures, along with managing accurate employee records.
• Monitor daily attendance, shift allocation, leaves, overtime, and workforce availability, collaborating with department leaders to assess employee performance, KPI progress, and internal evaluation systems.
• Address employee concerns and grievances professionally, uphold and communicate HR policies, workplace codes, and internal communication norms to foster discipline, engagement, and a positive environment.
• Perform regular audits of studio operations including workflow processes, CRM handling, sales follow-ups, client communication standards, and post-production schedules to ensure adherence to SOPs and quality benchmarks.
• Maintain and verify inventory for all photography-related items, including equipment, lighting, props, and costumes, ensuring proper storage and upkeep.
• Oversee daily studio maintenance focusing on cleanliness, safety, and creating an optimal atmosphere for client sessions, coordinating with vendors on maintenance, procurement, and equipment servicing.
• Manage and resolve facility infrastructure issues such as electricity, air conditioning, plumbing, internet, printing, and IT resources while keeping records of vendor services and expenditures.
• Compile periodic reports on HR activities, attendance, workforce metrics, audits, inventory status, and facility management, while supporting ongoing process improvements and administrative coordination with founders and department heads.

Qualifications & Skills

• Completion of 10+2 is required; a graduate degree in HR, Business Administration, or related fields is advantageous.
• Between 2 to 5 years of relevant experience in HR management, recruitment, office administration, or operations management.
• Experience in retail, hospitality, media, photography, or creative studio sectors is beneficial.
• Proficiency in managing recruitment pipelines, employee documentation, and attendance systems.
• Strong detail orientation for operational audits and identifying procedural deficiencies with a follow-up mechanism.
• Exceptional coordination skills to multitask and manage deadlines efficiently across teams.
• Excellent verbal and written communication skills in English; knowledge of Kannada and Hindi is preferred.
• Competence in Google Workspace (Sheets, Forms, Drive) and familiarity with CRM, HRMS, dashboards, and scheduling software.
• Personal traits include being proactive, methodical, responsible, solution-focused, and maintaining confidentiality.

Additional Information

This position requires full-time onsite presence at the Bengaluru studio, and the incumbent must be capable of managing HR functions alongside day-to-day operational demands effectively within a dynamic creative setting.