HR And Admin Officer

About the Company

A well-established steel and building materials group based in Varanasi with over 35 years of operation. The group manages Kalawati Steels retail outlets and Kartik Steels TMT distribution across approximately 30 districts in Eastern and Central Uttar Pradesh, alongside launching new projects. Currently, the company is transitioning all of its business processes onto ERP, Google Workspace, and a CRM system, and recruiting for multiple roles concurrently.

Role Overview

This position is the inaugural comprehensive HR and Admin role in the group, requiring the successful candidate to develop the HR department from the ground up. Responsibilities include creating hiring pipelines, onboarding procedures, maintaining employee records, devising policies, systematizing operations, and delivering training. The role demands proactive planning, execution, and reporting directly to the owner, guiding them and the team on HR and office system management.

This full-time, permanent on-site role requires working six days a week, including occasional travel to branches located in Bachhaon, Chunar, Adalpura, and Dagmagpur.

Key Responsibilities

• Collaborate with the owner to plan recruitment needs, including role specifications, salary ranges, and deadlines.
• Draft job descriptions and screening questions, post vacancies on job portals, and refresh listings regularly.
• Screen CVs thoroughly, prioritizing local and qualified candidates, and conduct pre-interview qualification calls.
• Arrange interviews, gather feedback, verify references, and prepare offer letters.
• Maintain weekly tracking of recruitment progress metrics including applications, shortlists, interviews, offers, and joining status.
• Manage onboarding processes by verifying required documents, providing ID/access, appointment letters, NDAs, and assigning buddies and week-one plans.
• Keep detailed personal and digital employee records, and oversee confirmation, transfers, salary increments, and exit formalities including settlements and experience letters.
• Maintain attendance, leave, and overtime records across all branches.
• Compile monthly payroll inputs, validate salary accuracy before payments, and coordinate statutory compliance with the company accountant.
• Ensure maintenance of required registers as per UP Shops and Establishment laws.
• Administer Google Workspace users, groups, aliases, and shared resources; manage data recovery for departing employees.
• Implement and supervise CRM usage for enquiries and follow-ups, training staff for daily use.
• Develop and maintain tracking tools using Google Sheets and Forms for attendance, hiring, assets, and complaints.
• Manage IT and asset inventories including laptops, phones, and SIM cards.
• Draft and implement an employee handbook covering attendance, leave policies, conduct standards, cash handling, mobile usage, notice periods, and exit procedures.
• Handle disciplinary actions fairly and document warnings properly.
• Conduct training sessions for branch staff on systems, customer service, and company policies.
• Provide the owner with weekly reports detailing headcount, vacancies, joiners, exits, attendance information, and system status.

Candidate Requirements

• MBA or PGDM in HR, MSW, or a graduate with substantial hands-on HR expertise.
• 4 to 8 years of experience in HR and administration, with at least 2 years independently managing HR functions in SMEs, trading, manufacturing, retail, or service sectors.
• Proven experience in full-cycle recruitment and onboarding, beyond merely assisting in these processes.
• Advanced computer skills, including Google Workspace administration, Gmail, Google Drive, Excel or Google Sheets (proficient in VLOOKUP and pivot tables), Google Forms, and familiarity with at least one CRM or HRMS system.
• Working knowledge of statutory regulations such as PF, ESIC, gratuity, leave policies, and full and final settlements.
• Fluent written and spoken English and Hindi communication skills.
• Well-organized, confident, assertive, capable of establishing processes and ensuring adherence.

Important Note

Only applicants currently residing in Varanasi will be considered; candidates requiring relocation will not be reviewed.

Interview Process

The selection includes an initial screening call, followed by an in-person interview in Varanasi which incorporates a practical task focused on Google Sheets and preparation of a sample onboarding plan.