Assistant Manager HR & Administration (HVACR Industry)

Position: Assistant Manager - HR & Administration
Reporting To: Chief Executive Officer

Job Summary
Responsible for managing Human Resources and Administration functions including recruitment, employee records, HR policies, attendance management, payroll coordination, employee engagement and office administration.Support Management in developing an efficient workforce, maintaining a positive working environment, ensuring HR compliance and improving administrative processes across Head Office, branches and warehouse locations.

1. Human Resource Planning & Recruitment
1.1 Understand manpower requirements from various departments and coordinate recruitment activities.
1.2 Prepare job descriptions, vacancy announcements and coordinate candidate sourcing.
1.3 Screen CVs, conduct initial interviews and coordinate selection process with concerned Department Heads.
1.4 Maintain recruitment records including candidate database, interview assessments and hiring status.
1.5 Ensure timely recruitment of suitable candidates according to Company requirements.

2. Employee Onboarding & Personnel Management
2.1 Manage employee joining process including documentation, orientation and department coordination.
2.2 Maintain employee files including personal records, contracts, educational documents and employment history.
2.3 Coordinate induction programs to ensure new employees understand Company policies and procedures.
2.4 Monitor probation periods and coordinate performance reviews with respective managers.
2.5 Ensure proper employee documentation and record maintenance.

3. Attendance, Leave & Payroll Coordination
3.1 Manage employee attendance records, leave applications and attendance reports.
3.2 Coordinate with departments regarding attendance issues, overtime and employee discipline matters.
3.3 Provide accurate attendance information to Finance Department for payroll processing.
3.4 Maintain leave records and ensure compliance with Company leave policies.
3.5 Assist in resolving payroll-related employee queries.

4. Performance Management & Employee Development
4.1 Support implementation of employee performance evaluation systems.
4.2 Coordinate annual and periodic performance reviews with Department Heads.
4.3 Maintain performance records and identify employee development requirements.
4.4 Support Management in implementing performance improvement plans.
4.5 Promote a culture of accountability, productivity and continuous improvement.

5. HR Policies, Procedures & Compliance
5.1 Develop, maintain and implement HR policies and procedures according to Company requirements.
5.2 Ensure compliance with applicable labour laws and employment regulations.
5.3 Maintain employee discipline, code of conduct and workplace standards.
5.4 Assist Management in handling HR-related issues and employee matters.
5.5 Review HR processes and recommend improvements.

6. Training & Development
6.1 Identify training requirements in coordination with Department Heads.
6.2 Coordinate internal and external training programs for employees.
6.3 Maintain training records and evaluate training effectiveness.
6.4 Support employee skill development and career growth initiatives.
6.5 Promote learning culture within the organization.

7. Employee Relations & Engagement
7.1 Maintain positive employee relations and address employee concerns professionally.
7.2 Support Management in employee engagement activities and welfare initiatives.
7.3 Conduct employee feedback sessions to understand workplace improvement opportunities.
7.4 Assist in resolving workplace conflicts through effective communication.
7.5 Promote teamwork, professionalism and employee satisfaction.

8. HR Records, Documentation & MIS
8.1 Maintain updated HR database including employee information, attendance, leave and performance records.
8.2 Prepare HR reports and MIS for Management review.
8.3 Maintain confidentiality of employee information and HR documents.
8.4 Prepare manpower reports, turnover analysis and recruitment status reports.
8.5 Ensure proper filing and documentation of HR records.

9. Administration & Facility Management
9.1 Manage daily administrative operations of Head Office and support branch requirements.
9.2 Coordinate office facilities including maintenance, utilities, housekeeping and general services.
9.3 Ensure availability of office supplies, stationery and administrative requirements.
9.4 Coordinate workplace safety, cleanliness and operational efficiency.
9.5 Support smooth functioning of office environment.

10. Office Operations & Vendor Coordination
10.1 Manage relationships with administrative service providers and vendors.
10.2 Obtain quotations and coordinate administrative purchases and services.
10.3 Monitor vendor performance and ensure quality of services.
10.4 Coordinate employee-related facilities including transportation, security and other support services where applicable.
10.5 Support Management in administrative improvement projects.

11. Skills & Competencies
11.1 Strong knowledge of HR practices, recruitment and employee management.
11.2 Good understanding of labour laws, HR policies and compliance requirements.
11.3 Excellent communication, interpersonal and coordination skills.
11.4 Ability to maintain confidentiality and handle sensitive employee matters.
11.5 Proficiency in Microsoft Office, HR software and HR MIS reporting.
11.6 Strong organizational and problem-solving skills.

12. Qualification & Experience
12.1 Bachelor’s Degree in Human Resources, Business Administration, Management or related field.
12.2 Professional certification in HR will be preferred.12.3 Minimum 5–7 years’ experience in HR and Administration function.
12.4 Experience in recruitment, payroll coordination, HR policies, employee relations and administration management is preferred.

13. Personal Attributes
13.1 High integrity, confidentiality and professional attitude.
13.2 Strong people management and relationship-building skills.
13.3 Self-motivated with ability to manage multiple responsibilities.
13.4 Fair, disciplined and employee-focused approach.

14. Working Environment & Professional Requirements
14.1 Office-based position requiring coordination with all departments.
14.2 Regular interaction with employees, Department Heads and Management.
14.3 Ability to handle confidential matters and work under deadlines.
14.4 Occasional visits to branches, warehouses and other Company locations may be required.

15. Key Performance Indicators (KPIs)
15.1 Timely Recruitment and Quality of New Employee Hiring.
15.2 Accuracy of Employee Records and HR Documentation.
15.3 Effective Attendance, Leave and Payroll Coordination.
15.4 Employee Satisfaction and Engagement Improvement.
15.5 Compliance with HR Policies and Labour Regulations.
15.6 Training Coordination and Employee Development Support.
15.7 Administrative Efficiency and Facility Management Performance.
15.8 Timely Submission of HR Reports and MIS.

Working Relationships
Maintain effective coordination with:
• Director Finance
• Chief Executive Officer
• All Department Heads
• Finance & Accounts Department
• Sales Department
• Procurement Department
• Import Department
• Warehouse & Logistics Department
• IT Department
• Employees and External Service Providers

Apply now: jobs@hrbs.com.pk (Subject line: Assistant Manager – HR & Administration (HVACR Industry))