HR Ops Support

Job Description

Job Description – HR Operations Support

Designation: Management Trainee / Senior Executive – HR Operations
Function: Human Resources
Experience: 0–3 years
Role Type: HR Operations / Employee Services

Role Purpose

The role will be responsible for providing end-to-end HR operations support to employees across the employee lifecycle. The incumbent will act as a key point of contact for employee HR queries, ensure timely completion of HR processes and documentation, maintain accurate employee information, and coordinate with various HR teams to deliver a smooth employee experience.

For a Management Trainee, the role will provide structured exposure to core HR operations, while a Senior Executive will be expected to independently manage assigned HR processes and employee support activities.

Key Responsibilities

1. Employee HR Support

• Act as a first point of contact for employees on routine HR-related queries.

• Provide support on HR policies, processes, employee records, benefits and HR documentation.

• Coordinate with relevant HR teams for resolution of employee requests and queries.

• Track employee queries to closure within defined timelines.

• Ensure employees receive clear, accurate, and timely responses.

2. Employee Lifecycle Management

Support HR operational activities across the employee lifecycle, including:

• Joining and onboarding documentation

• Employee master data creation and updates

• Confirmation and probation-related processes

• Transfers, promotions and role/designation changes

• Employee personal and bank detail updates

• Leave and attendance-related support

• Employee letters and certificates

• Separation and exit documentation

• Full & Final Settlement coordination, wherever applicable

3. Onboarding & Documentation

• Coordinate with Recruitment, HRBP and other teams for smooth onboarding of new employees.

• Verify and maintain joining documents and employee records.

• Facilitate completion of joining formalities.

• Ensure timely creation/update of employee information in the HR system.

• Maintain employee files and documentation in accordance with internal requirements.

4. HRMS & Employee Data Management

• Update and maintain accurate employee information in the HRMS.

• Process employee data changes based on appropriate approvals and supporting documents.

• Conduct periodic checks to ensure completeness and accuracy of employee records.

• Support employees in resolving HRMS-related operational queries.

• Maintain confidentiality and appropriate controls while handling employee information.

5. Payroll & Benefits Coordination

• Provide required employee data and HR inputs to the Payroll/Compensation team within defined timelines.

• Coordinate on employee changes that may have payroll implications.

• Support employees on routine payroll and benefits-related queries by coordinating with the concerned teams.

• Validate relevant HR inputs before sharing them for payroll processing.

6. Employee Letters & HR Documentation

Coordinate the preparation and issuance of employee-related documents such as:

• Appointment / employment documentation

• Confirmation letters

• Transfer letters

• Promotion / designation change letters

• Salary-related letters, where applicable

• Experience / relieving letters

• Employment certificates and other standard HR letters

Ensure appropriate approvals and documentation are maintained.

7. Separation & Exit Support

• Support resignation and separation processes.

• Coordinate exit documentation and clearance requirements with employees and internal departments.

• Ensure employee records are updated appropriately following separation.

• Coordinate with Payroll/HR teams for Full & Final Settlement inputs.

• Maintain complete separation documentation.

8. HR MIS & Reporting

• Maintain HR operational trackers and reports.

• Prepare periodic MIS on employee data and HR transactions.

• Track pending employee requests and process TATs.

• Support data requirements for HR reviews, audits and management reporting.

• Ensure accuracy and consistency of HR data.

9. Process Compliance & HR Governance

• Follow defined HR policies, SOPs and approval processes.

• Maintain proper documentation and records for HR transactions.

• Support HR audits and provide required employee records/documentation.

• Maintain strict confidentiality while handling employee and organizational information.

• Identify recurring employee issues and suggest improvements to HR operational processes.

10. Employee Experience & Process Improvement

• Provide a professional, approachable and service-oriented experience to employees.

• Identify opportunities to simplify HR processes and improve turnaround time.

• Support digitization and automation of routine HR operational processes.

• Participate in HR projects and process improvement initiatives.

Key Deliverables / KPIs

• Timely resolution of employee HR queries

• Adherence to defined HR process TATs

• Accuracy of employee master data

• Completion and accuracy of employee documentation

• Timely onboarding and employee lifecycle transactions

• Accuracy and timeliness of payroll-related HR inputs

• HRMS data quality

• Timely closure of separation documentation

• Audit and process compliance

• Employee service quality

• Reduction in repeat queries/process errors

Candidate Profile

Education

• MBA / PGDM / Master’s degree in HR / Human Resources Management preferred

• Graduates with relevant HR exposure may also be considered depending on the level

Experience

• 0–3 years of experience in HR Operations, HR Shared Services, Employee Services or Generalist HR

• Fresh MBA/HR graduates may be considered for the Management Trainee position

• Candidates with relevant HR Operations experience may be considered at the Executive / Senior Executive level

Key Competencies

• Strong employee service orientation

• Good verbal and written communication

• Attention to detail and accuracy

• Ability to maintain confidentiality

• Process orientation

• Good coordination and follow-up skills

• Problem-solving ability

• Ability to manage multiple employee requests

• Working knowledge of MS Excel and MS Office

• Comfort with HRMS / digital HR platforms

• Ability to work effectively with employees and multiple HR stakeholders