Manager - HR & Admin

Job Description – HR \& Administration Manager

Industry: Logistics, Transportation \& Warehousing

Job Title: HR \& Administration Manager

Department: Human Resources \& Administration

Reporting To: Revenue Head

Location: Head Office – Kochi, Kerala

Experience: 5–10 Years

Qualification: MBA / PGDM in Human Resources or equivalent qualification.

1\. Job Purpose

The HR \& Administration Manager will be responsible for managing the complete Human Resources and Administration functions of the logistics company, ensuring smooth workforce management, statutory compliance, employee discipline, operational administration, and effective coordination across all branches, warehouses, and operating locations.

2\. Key ResponsibilitiesA. Human Resource Management

• Manage end\-to\-end recruitment, selection, interviewing, and onboarding of employees.
• Prepare appointment letters, offer letters, employment agreements, transfer letters, and other HR documentation.
• Maintain employee records, personal files, attendance, leave, and employee databases.
• Implement HR policies, procedures, and employee welfare initiatives.
• Manage employee performance appraisals, promotions, transfers, and disciplinary actions.
• Handle employee grievances, workplace disputes, and disciplinary matters.
• Conduct employee induction, training, and development programmes.
• Manage employee separation, full and final settlements, and exit formalities.
• Monitor employee attendance, punctuality, absenteeism, and productivity.

B. Payroll \& Statutory Compliance

• Coordinate monthly payroll processing and salary disbursement.
• Ensure compliance with applicable PF, ESI, Professional Tax, Labour Welfare Fund, and other statutory requirements.
• Coordinate PF/ESI registration, employee enrolment, monthly filings, and statutory payments.
• Maintain statutory registers, employee records, and labour\-related documentation.
• Coordinate with consultants, auditors, and government departments.
• Ensure compliance with applicable labour laws and employment regulations.

C. Administration Management

• Manage day\-to\-day administration of head office, branch offices, and warehouses.
• Control office expenses, administrative budgets, and operational overheads.
• Manage office infrastructure, housekeeping, security, utilities, and maintenance.
• Handle vendor management, quotations, negotiations, and service agreements.
• Monitor company assets, equipment, office supplies, and inventory.
• Coordinate office leases, rental agreements, renewals, and related documentation.
• Ensure proper maintenance of company records, licences, and registrations.

D. Logistics \& Fleet Administration

• Coordinate administrative requirements relating to company vehicles and fleet operations.
• Monitor vehicle insurance, fitness certificates, pollution certificates, permits, and other statutory documents.
• Ensure timely renewal of vehicle documents and maintain compliance records.
• Coordinate vehicle maintenance, AMC, servicing, and repair schedules.
• Monitor driver documentation, licences, attendance, and employment records.
• Establish procedures for vehicle allocation, utilisation, parking, and asset safety.
• Coordinate with State Managers, Branch Managers, Warehouse Managers, and Operations Teams.
• Monitor administrative expenses relating to fleet, warehouses, and branch operations.

E. Policy Implementation \& Internal Control

• Develop, implement, and monitor HR and administrative policies.
• Establish proper escalation procedures across branches and operating locations.
• Ensure adherence to company rules, employee conduct, and workplace discipline.
• Conduct periodic HR and administration audits.
• Identify operational gaps and implement corrective measures.
• Submit periodic HR and administration reports to management.

3\. Required Skills \& Competencies

• Strong knowledge of HR management and labour laws.
• Excellent communication and interpersonal skills.
• Strong leadership and team management abilities.
• Good negotiation and vendor management skills.
• Knowledge of payroll, PF, ESI, and statutory compliance.
• Ability to handle multi\-location HR and administration operations.
• Proficiency in MS Excel, Word, email, and HRMS software.
• Strong decision\-making and problem\-solving abilities.
• Ability to manage employees across different states and locations.

4\. Key Performance Indicators (KPIs)

Area

Performance Indicator

Recruitment

Timely closure of vacancies

Attendance

Attendance and punctuality control

Payroll

Salary processing within deadlines

Compliance

100% timely statutory compliance

Employee Management

Reduction in employee grievances and attrition

Administration

Control of administrative expenses

Fleet Compliance

Timely renewal of vehicle documents

Asset Management

Proper tracking and control of company assets

Policy

Effective implementation of company policies

Reporting

Timely submission of management reports

5\. Experience \& Preferred Background

• 5–10 years of experience in HR and Administration.
• Minimum 3 years in a managerial or leadership position.
• Experience in logistics, transportation, supply chain, warehousing, or fleet management is preferred.
• Experience managing employees across multiple branches or locations will be an added advantage.
• Practical knowledge of Indian labour laws and statutory compliance is essential.

6\. Authority \& Reporting

• Reports directly to the Revenue Head.
• Responsible for HR and Administration teams.
• Coordinates with Finance, Operations, Sales, Warehouse, and Branch Management.
• Authorized to implement approved HR policies and administrative procedures.
• Responsible for escalating critical employee, compliance, and administrative issues to management.

Overall Objective: To establish a strong HR and Administration system that ensures employee discipline, statutory compliance, cost control, operational efficiency, and smooth coordination across all branches, warehouses, and fleet operations of the logistics company.

Pay: ₹40,000\.00 \- ₹50,000\.00 per month

Work Location: In person