Back Office Support

Responsibilities of the Candidate:

• Assist in recruitment coordination calling candidates, scheduling interviews, and follow-ups.
• Maintain and update employee records and databases.
• Assist in onboarding and documentation of new employees.

Requirements: & & & & 1 2 years of experience in a similar role & & & & Background in Commerce, Business Administration, or Arts & & & & & Familiarity with office equipment and filing systems

Key Responsibilities:

1. Recruitment Coordination:

• Assist the HR team in calling shortlisted candidates for job openings and scheduling interviews as per the availability of hiring managers.
• Maintain and update interview calendars, and ensure all stakeholders are informed in advance.
• Follow up with candidates before and after interviews regarding status updates, documentation, or further steps.
• Maintain records of applicants, interview feedback, and hiring progress in recruitment tracking sheets or HRMS tools.
• Coordinate with placement agencies, job portals, or recruitment partners if required.

2. Employee Records Management:

• Maintain accurate and up-to-date employee records in both physical files and HR databases (e.g., Excel, HRMS, ERP).
• Update employee details such as contact information, department changes, promotions, or resignations.
• Track and maintain records for leaves, attendance, and employee movements as required.
• Ensure that personal, financial, and official documents of employees are stored securely and are accessible when needed.

3. Onboarding and New Hire Documentation:

• Assist in onboarding activities for new employees, including sending welcome emails, coordinating joining schedules, and preparing induction materials.
• Collect and verify new joiner documents such as ID proofs, qualifications, bank details, and other employment forms.
• Create employee files (physical or digital) and ensure all documents are complete and compliant with company policies.
• Coordinate with IT, admin, or security departments for setup of workstation, access cards, system logins, etc.
• Ensure a smooth joining experience and assist HR in conducting orientation sessions if required.

4. HR Documentation and Support:

• Assist in preparing offer letters, joining kits, employment confirmation letters, and other standard HR documentation.
• Maintain trackers for recruitment, training, employee feedback, and other HR processes.
• Help with the distribution and collection of HR forms, appraisal forms, training feedback, or policy acknowledgments.
• Provide administrative support during employee events, training sessions, or compliance audits.

5. Communication and Follow-ups:

• Send routine emails to employees or candidates regarding HR updates, deadlines, documentation requests, or meeting schedules.
• Follow up on pending documentation or incomplete tasks with relevant employees or departments.
• Act as a liaison between HR and other teams to ensure internal coordination and timely updates.

6. System and Software Use:

• Use basic HR tools or office software like MS Excel, Word, Google Sheets, or HRIS systems to manage data.
• Assist in maintaining online trackers, spreadsheets, and shared drives for easy collaboration and version control.