Human Resource Administrator

Job description

**Job Summary** The HR Administration Executive is responsible for managing day-to-day HR administrative operations, vendor coordination, procurement activities, travel arrangements, and employee support services. The role ensures smooth execution of Purchase Requisition (PR) and Purchase Order (PO) processes, administration of travel and hotel bookings, vendor management, and effective utilization of ERP/SAP systems while maintaining compliance with organizational policies and procedures. **Key Responsibilities** 1. HR Administration - Manage employee administration and support HR operational activities. - Maintain employee records, documentation, and HR databases. - Coordinate onboarding and offboarding administrative processes. - Ensure HR documentation complies with company policies and audit requirements. - Support employee engagement and welfare initiatives. 2. Purchase Requisition (PR) Process - Raise Purchase Requisitions (PRs) for HR and administrative requirements. - Coordinate with internal stakeholders for requirement gathering and approvals. - Track PR status and ensure timely processing. - Maintain records of approved requisitions and related documentation. - Follow procurement policies and approval workflows. 3. Purchase Order (PO) Process - Coordinate with Procurement and Finance teams for PO creation. - Monitor PO issuance and vendor acknowledgment. - Track open POs and ensure timely closure. - Verify invoices against approved POs and services delivered. - Maintain PO documentation for audit and compliance purposes. 4. Travel Management - Coordinate domestic and international travel arrangements for employees and management. - Process travel requests and obtain required approvals. - Ensure travel bookings comply with company travel policies. - Manage travel itineraries and provide travel support when required. - Monitor travel expenses and maintain cost records. 5. Hotel Booking & Accommodation Management - Arrange hotel accommodations for employees, visitors, and business travelers. - Negotiate rates and maintain relationships with hotels and travel partners. - Ensure timely booking confirmations and invoice processing. - Resolve booking-related issues and escalations. - Maintain accommodation records and cost reports. 6. Vendor Management - Identify, onboard, and manage HR and administrative service vendors. - Maintain vendor database, contracts, and service agreements. - Monitor vendor performance and service quality. - Coordinate vendor payments in collaboration with Finance. - Ensure compliance with vendor management policies and procurement procedures. - Support vendor evaluations and contract renewals. 7. ERP & SAP Management - Create and process transactions in ERP/SAP systems. - Generate PRs, track POs, and monitor approval workflows in SAP. - Maintain master data and update records as required. - Generate reports related to procurement, travel expenses, vendors, and HR administration. - Ensure data accuracy and process compliance within ERP/SAP platforms. 8. Compliance & Reporting - Ensure compliance with company policies and procedures. - Maintain documentation for audits and internal reviews. - Prepare periodic MIS reports and dashboards. - Support budget tracking and cost control initiatives. - Assist in process improvement and automation projects. **Required Qualifications** - Bachelor's degree in Human Resources, Business Administration, Commerce, or related field. - 4-9 years of experience in HR Administration, Procurement Coordination, or Office Administration. - Experience in PR/PO processing and vendor management. - Hands-on experience with ERP and SAP systems. **Skills & Competencies** - SAP/ERP proficiency - PR and PO management - Vendor management and negotiation skills - Travel and hotel booking coordination - Documentation and record management - Strong communication and stakeholder management - MS Excel, PowerPoint, and MS Office proficiency - Time management and multitasking ability **Key Performance Indicators (KPIs)** - Timely PR and PO processing - Vendor service quality and compliance - Travel and accommodation cost optimization - Employee satisfaction with administrative services