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HR Executive Job Description

This HR executive job description covers the operational backbone of HR: hiring coordination, joining formalities, attendance, statutory records and employee queries. It is meant for SMEs and growing companies hiring a hands-on HR executive.

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[Company Logo][Company Name]

JOB DESCRIPTION – HR EXECUTIVE

Job Title:: HR Executive
Department:: Human Resources
Reports To:: HR Manager
Location:: [Work Location]
Employment Type:: Full-time, Permanent
Experience:: 1–4 years in HR operations or recruitment
Job Code:: [Reference Number]

About [Company Name]

[Company Name] is [one-line description of your business, products/services and team size]. Office address: [Company Address].

Job Summary

The HR Executive will run day-to-day HR operations at [Company Name], from coordinating interviews and onboarding to maintaining attendance, employee records and statutory registrations, acting as the first point of contact for employee queries.

Key Responsibilities

Post job openings, screen CVs and schedule interviews with hiring managers
Issue offer letters and collect joining documents
Conduct induction and complete PF (UAN) and ESI registration for new joiners
Maintain attendance, leave records and shift rosters in [HRMS]
Share monthly attendance and payroll inputs with the payroll team
Maintain physical and digital employee files
Handle employee queries on leave, policies and documents
Coordinate exit formalities, clearance and experience letters
Organise employee engagement activities and celebrations
Track probation confirmations and send reminders to managers

Required Skills

Knowledge of recruitment and onboarding processes
Basic understanding of PF, ESI, gratuity and leave rules
MS Excel and HRMS tools
Good communication and confidentiality
Organised record-keeping

Qualifications & Experience

MBA / PGDM (HR) or graduate with HR diploma
1–4 years in HR operations

Preferred Skills (Good to Have)

Experience with HRMS implementation
Exposure to POSH Internal Committee coordination
Regional language skills

Key Performance Indicators (KPIs)

KPI	Target	Review Frequency
Joining formalities completed	Within [Number] days of joining	Monthly
Payroll inputs shared on time	By [Day] of month	Monthly
Employee query resolution	Within [Number] working days	Monthly
Employee file completeness	100%	Quarterly

Salary Range

₹[Minimum CTC] – ₹[Maximum CTC] per annum (CTC), depending on experience and skills. Final offer will show the fixed and variable split and approximate in-hand salary.

Benefits

Provident Fund (EPF) and ESI as applicable, gratuity as per law
[Number] days of paid leave plus public holidays as per company policy
[Health insurance / group mediclaim cover]
HR certification support

How to Apply

Send your CV mentioning the HR tools you have worked on and the employee strength you supported. Send your application to [HR Email] with the subject line "Application – HR Executive – [Your Name]" or apply through [Application Link]. Last date to apply: [Date].

Prepared by
[HR Name]
Human Resources
Date: [Date]

Approved by
[Reporting Manager]
Human Resources
Date: [Date]

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What this template includes

A job summary that explains why the hr executive role exists and where it sits in Human Resources
10 role-specific responsibilities, starting with post job openings
Required skills such as knowledge of recruitment and onboarding processes and basic understanding of pf, esi, gratuity and leave rules, so screening criteria are clear
Qualifications and experience (1–4 years in HR operations or recruitment) stated up front to filter applications
A KPI table, e.g. joining formalities completed, that later becomes the appraisal yardstick
Salary range, benefits and how-to-apply sections with placeholders ready to fill

When to use it

Hiring your first HR person in a 30–150 employee company
Freeing the HR manager from daily operations
Handling high joining volumes after a business expansion
Clarifying duties between admin and HR

How to customise this template

1Replace [Company Name], [Work Location] and the reporting line (HR Manager) with your actual details
2Trim or reorder the responsibilities so the top three reflect what the hr executive will spend most time on
3Add the HRMS you use (e.g. Keka, Zoho People, greytHR) and whether the role also covers payroll inputs
4Fill in the salary range as annual CTC in ₹ and decide whether to show it publicly or only on request
5Set realistic targets in the KPI table with the hiring manager before the role goes live

HR tips

List statutory tasks such as PF/ESI registrations so candidates know compliance is part of the job
Mention employee strength and number of locations to set the scale
Avoid listing every HR activity; focus on what the executive actually owns

For HR & hiring managers

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Frequently asked questions

What are the duties of an HR executive?+

An HR executive coordinates recruitment, completes onboarding paperwork, maintains attendance and leave, updates employee records and handles PF/ESI registrations and employee queries.

What qualification is needed for an HR executive?+

Usually an MBA/PGDM in HR or a graduate with HR certification and 1–4 years of experience.

Is HR executive an entry-level role?+

It is often the first or second step in an HR career, sitting above HR trainee and below HR generalist or HR manager.

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