HR & ADMINISTRATION EXECUTIVE MUMBAI OPERATIONS (India)

HR & ADMINISTRATION EXECUTIVE MUMBAI OPERATIONS

Location: Tardeo, Mumbai

Department: Human Resources & Administration

Employment Type: Full-time | Office-based

Experience: Minimum 1 year in a similar HR & Administration role Mandatory

Industry Preference: Engineering / Elevators / Service / Projects / Manufacturing / Construction / Field Operations

ABOUT THE ROLE

Gilco Global is looking for a hands-on, responsible and ownership-driven HR & Administration Executive to independently manage the day-to-day people and administrative requirements of our Mumbai operations.

This is not a purely desk-based HR or recruitment role.

We are looking for someone who remains closely connected with employees and field teams, understands day-to-day people matters, maintains discipline and documentation, follows up until matters are closed, and takes ownership rather than waiting for repeated instructions.

The right person should be approachable with employees, firm on processes, organised in execution and capable of identifying issues before they become problems.

Simply put, we need someone who can take ownership of HR & Administration for our Mumbai operations and make sure things get done.

KEY RESPONSIBILITIES

People Management & Employee Relations

• Act as the primary HR coordination point for employees and field teams in Mumbai.
• Maintain regular interaction with employees and stay aware of day-to-day workplace and people-related concerns.
• Handle routine employee queries, grievances and concerns with maturity, confidentiality and sensitivity.
• Maintain a healthy balance between employee support and organisational discipline.
• Reinforce company policies, professional conduct and workplace expectations.
• Coordinate with reporting managers on employee performance, attendance, conduct and other people-related matters.
• Identify recurring employee concerns and escalate matters requiring management intervention.
• Follow up on employee commitments and pending actions through to closure.

Attendance, Leave & HR Operations

• Monitor daily attendance, punctuality, absenteeism, leave and attendance compliance.
• Ensure leave applications and attendance records are properly maintained and approved.
• Follow up on attendance discrepancies and missing records.
• Prepare and share accurate monthly attendance and payroll inputs with the concerned team.
• Maintain employee records, personal files and HR documentation.
• Track probation, confirmation, increments and other employment milestones.
• Issue or coordinate routine HR letters and documentation as required.
• Maintain confidentiality and accuracy of employee information.

Recruitment & Manpower Coordination

• Coordinate recruitment requirements for Mumbai operations, including technical, field, service and support positions.
• Source and screen candidates against defined job requirements.
• Conduct preliminary HR discussions and coordinate subsequent interview rounds.
• Schedule interviews with concerned managers and ensure timely candidate communication.
• Follow up with selected candidates regarding documentation, compensation discussions and joining.
• Maintain updated recruitment trackers and candidate records.
• Support manpower planning by highlighting open positions, expected joiners and recruitment bottlenecks.

Joining, Induction & Employee Lifecycle

• Manage joining formalities and ensure complete employee documentation.
• Coordinate induction and orientation for new employees.
• Familiarise new joiners with company policies, attendance processes, reporting structures and workplace expectations.
• Follow up with new employees during their initial period and identify any concerns requiring attention.
• Maintain employee lifecycle records from joining through confirmation and eventual separation.
• Coordinate resignations, handovers, clearances, exit documentation and Full & Final inputs.

Office & Administration Management

• Take ownership of routine office administration for the Mumbai office.
• Ensure the office remains organised, functional and adequately supported.
• Coordinate stationery, office supplies and other day-to-day administrative requirements.
• Liaise with local vendors and service providers as required.
• Maintain records of administrative purchases, invoices and supporting documents.
• Coordinate bills and approvals with the concerned internal teams.
• Maintain proper records of company assets issued to employees.
• Coordinate requirements relating to ID cards, uniforms, PPE, devices and other employee assets wherever applicable.
• Assist with meetings, training, travel and other local arrangements when required.

Employee Engagement & Workplace Coordination

• Help maintain a professional, respectful and accountable work environment.
• Remain accessible to employees while maintaining appropriate HR boundaries and confidentiality.
• Support employee engagement and internal communication initiatives.
• Coordinate .