Talent Acquisition Specialist

Key Responsibilities

1. IT Talent Acquisition

• Manage the complete recruitment lifecycle for technical and non-technical positions.
• Understand manpower requirements in coordination with founders, department heads, product teams, and technology managers.
• Recruit candidates for roles including:
• Backend Developers
• Frontend Developers
• Full-Stack Developers
• Mobile Application Developers
• DevOps and Cloud Engineers
• QA and Automation Engineers
• AI/ML Engineers
• Data Engineers and Data Analysts
• UI/UX Designers
• Product Managers
• Business Analysts
• Technical Project Managers
• Implementation and Customer Support Professionals
• Sales, Marketing, Finance, and Operations employees
• Prepare and publish job descriptions on LinkedIn, Naukri, Indeed, Internshala, employee referral channels, recruitment agencies, and other relevant platforms.
• Source candidates using job portals, social media, professional networks, referrals, databases, and direct outreach.
• Screen profiles based on technical skills, experience, cultural fit, communication skills, notice period, compensation expectations, and availability.
• Conduct initial HR interviews and coordinate technical, managerial, and founder-level interview rounds.
• Maintain regular communication with candidates throughout the recruitment process.
• Negotiate salaries, notice periods, joining dates, employment terms, and offer conditions.
• Prepare and release offer letters, appointment letters, internship letters, and related documentation.
• Track offer acceptance, joining probability, candidate dropouts, and recruitment turnaround time.
• Develop and maintain a strong talent pipeline for current and future positions.
• Coordinate campus hiring, internship programmes, walk-in drives, and recruitment campaigns when required.
• Maintain recruitment dashboards and provide periodic hiring reports to management.

2. Employee Onboarding

• Manage the complete onboarding process for employees, consultants, and interns.
• Collect and verify employee documents including identity proof, address proof, educational certificates, experience letters, bank details, PAN, Aadhaar, UAN, and other statutory documents.
• Create employee profiles in Keka HRMS.
• Prepare appointment letters, employment agreements, confidentiality agreements, non-disclosure agreements, and company policy acknowledgements.
• Coordinate employee induction and orientation sessions.
• Introduce new employees to company policies, reporting structures, departments, tools, and internal processes.
• Coordinate with the IT and administration teams for email IDs, system access, laptops, software credentials, and other required resources.
• Ensure timely completion of joining formalities and onboarding checklists.

3. Keka HRMS Administration

• Manage and maintain employee information in Keka HRMS.
• Configure and update employee profiles, departments, designations, reporting managers, salary structures, shifts, attendance rules, leave policies, and holiday calendars.
• Monitor employee attendance, late arrivals, missed punches, regularisation requests, work-from-home requests, and leave applications.
• Assist employees and managers in resolving Keka-related issues.
• Generate attendance, leave, payroll, employee movement, and workforce reports.
• Maintain accurate employee records and ensure timely data updates.
• Support performance management activities through Keka, including goal setting, review cycles, feedback, and appraisal documentation.
• Ensure confidentiality and accuracy of employee data stored in the HRMS.

4. Payroll Processing and Coordination

• Coordinate monthly payroll processing through Keka HRMS.
• Verify employee attendance, approved leaves, loss of pay, incentives, reimbursements, deductions, arrears, bonuses, and salary revisions before payroll closure.
• Prepare and validate monthly payroll inputs.
• Coordinate with the finance team, payroll consultant, or statutory compliance partner for accurate and timely salary processing.
• Review salary registers and identify discrepancies before payroll approval.
• Generate and distribute salary slips through Keka.
• Maintain salary revision, increment, bonus, incentive, and deduction records.
• Address employee queries related to salary, deductions, reimbursements, tax declarations, and payroll calculations.
• Maintain payroll confidentiality and ensure compliance with internal approval processes.

5. PF, ESIC and Statutory Compliance

• Coordinate employee Provident Fund registration, UAN creation, KYC updates, nominations, transfers, and exits.
• Prepare and validate PF contribution data every month.
• Coordinate timely filing and payment of PF contributions with the payroll or compliance consultant.
• Support employees with PF-related queries, withdrawals, transfers, and UAN-related issues.
• Manage ESIC registrations and monthly contribution data, wherever applicable.
• Support compliance related to Professional Tax, Labour Welfare Fund, gratuity, bonus, minimum wages, maternity benefits, and other applicable labour regulations.
• Maintain statutory employee records and compliance documents.
• Coordinate with external consultants, auditors, finance teams, and government portals for statutory submissions.
• Ensure timely completion of compliance activities and maintain supporting records for audits.

6. Employee Lifecycle Management

• Manage employee confirmation, probation extensions, promotions, transfers, salary revisions, role changes, and reporting changes.
• Maintain employee master data and personnel files.
• Prepare confirmation letters, increment letters, promotion letters, warning letters, transfer letters, experience letters, relieving letters, and other HR documents.
• Track probation periods and coordinate confirmation reviews with reporting managers.
• Support employee grievance handling and workplace issue resolution.
• Maintain confidentiality while dealing with employee concerns, disciplinary matters, and performance-related discussions.
• Coordinate employee exits, resignations, notice periods, handovers, clearance, full-and-final settlement inputs, experience letters, and relieving letters.
• Conduct exit interviews and report recurring concerns or retention risks to management.

7. Performance Management

• Coordinate goal-setting and performance review cycles.
• Support managers in defining employee goals, key responsibility areas, performance metrics, and review timelines.
• Track probation reviews, quarterly reviews, annual appraisals, and performance improvement plans.
• Maintain appraisal documentation and salary revision records.
• Generate reports relating to employee performance, confirmation status, and review completion.
• Assist management in identifying high-performing employees, training requirements, performance gaps, and succession needs.

8. Employee Engagement and Culture

• Plan and coordinate employee engagement activities, team celebrations, festivals, recognition programmes, birthday celebrations, and internal events.
• Support the development of a positive, transparent, accountable, and performance-oriented workplace culture.
• Conduct employee feedback surveys and engagement discussions.
• Support employee communication through announcements, policies, circulars, and internal updates.
• Develop initiatives for employee recognition, retention, learning, and development.
• Work closely with leadership to improve employee satisfaction and organisational effectiveness.

9. HR Policies and Documentation

• Assist in developing and updating HR policies, employee handbooks, leave policies, attendance policies, work-from-home policies, code of conduct, disciplinary procedures, and information security guidelines.
• Ensure employees understand and acknowledge applicable company policies.
• Maintain digital and physical employee records in an organised and confidential manner.
• Ensure all HR letters, forms, agreements, and records follow standard company formats.
• Support management during HR audits, due diligence, investor reviews, and compliance assessments.

10. HR Reporting and Analytics

• Prepare weekly and monthly HR reports covering:
• Open positions
• Candidates sourced
• Interviews conducted
• Offers released
• Offer-to-joining ratio
• Recruitment turnaround time
• Employee attendance
• Leave utilisation
• Payroll status
• Employee headcount
• Attrition
• New joiners
• Employee exits
• Probation and confirmation status
• Maintain management dashboards and recruitment trackers.
• Analyse recruitment and attrition trends and recommend corrective actions.
• Monitor recruitment costs and the performance of job portals and hiring channels.