Sr. HR Executive (KEKA Specialist)

Job Description:

Senior HR Executive

About the Role

We are looking for a dynamic and highly experienced Senior HR Executive to take complete ownership of core HR operations. This role is designed for a true HR technology and operations expert with strong, hands-on, inside-out knowledge of Keka HRMS.

As a Senior HR Executive, you will be responsible for managing the complete employee lifecycle, from onboarding to exit, while ensuring accurate payroll processes, positive employee experience, effective HR systems, and compliance with applicable Indian labour laws and IT industry standards.

The ideal candidate is a process-driven HR professional who knows how to leverage technology, automation, and data to streamline HR functions, improve efficiency, and build scalable HR processes.

Who You Are

Personality & Interpersonal Skills

• You have a positive, energetic, and approachable personality that naturally connects with employees.
• You possess high emotional intelligence and can effectively understand employee concerns and workplace dynamics.
• You are passionate about building and maintaining a positive and engaging work environment.

Drive & Ownership

• You are driven, ambitious, and looking to grow into an HR Manager role.
• You take complete ownership of HR operations and work closely with leadership to proactively identify gaps and implement improvements.
• You are comfortable working independently while taking accountability for HR processes and outcomes.

Functional Expertise

• Strong experience in HR Operations, payroll, statutory compliance, employee lifecycle management, and compensation planning.
• Deep practical knowledge of HR processes with a willingness to grow from operational responsibilities into strategic HR leadership.

Systems & Efficiency Mindset

• Comfortable leveraging HR technology, AI, automation, and data to improve HR efficiency and productivity.
• Strong focus on building robust, documented, and scalable HR systems and processes.
• Ability to create processes that reduce dependency on individual employees and ensure continuity of HR operations.

Key Responsibilities

1. Keka HRMS Management & Data Insights

• Act as the Subject Matter Expert (SME) and primary administrator for the Keka HRMS platform.
• Configure, update, and manage Keka HRMS modules, including Leave & Attendance, Payroll, Performance Management, and Expense Management.
• Create and automate backend workflows and customised reports.
• Prepare weekly and monthly HR reports highlighting workforce trends, challenges, and insights aligned with business priorities.
• Troubleshoot system issues and backend configurations and adapt the platform to evolving company policies.
• Train employees and HR team members on effective usage of the Keka HRMS portal.

2. End-to-End Employee Lifecycle Management

Onboarding

• Manage pre-joining and onboarding formalities.
• Generate offer letters and complete required documentation.
• Coordinate and conduct Background Verification (BGV) processes.
• Coordinate IT asset allocation and joining formalities.
• Plan and execute structured and engaging employee induction programs.

Offboarding / Exits

• Manage complete employee exit formalities.
• Conduct empathetic and structured exit interviews.
• Coordinate departmental clearances and exit documentation.
• Ensure accurate and timely Full & Final (FnF) settlement processes.

3. Payroll, Compensation & HR Budgeting

• Manage end-to-end pre-payroll activities, ensuring accurate leave, attendance, and Loss of Pay (LOP) data in Keka.
• Oversee salary structures, tax declarations, and employee compensation processes.
• Support and manage compensation planning.
• Propose and manage the overall HR budget in coordination with the founders.
• Plan and allocate budgets for employee welfare, engagement, and other HR initiatives.
• Coordinate with the Finance/Accounts team to ensure timely and accurate monthly payroll processing.
• Address and resolve payroll-related employee queries and grievances promptly.

4. Performance Management & Team Leadership

• Manage and oversee a 360-degree performance appraisal and performance management system.
• Drive performance management processes that support employee growth and organisational performance.
• Mentor junior HR team members through regular 1:1 meetings, guidance, and development support.
• Promote a results-driven culture while maintaining strong employee morale and engagement.

5. Employee Experience & Employee Relations

• Engage with both remote and in-office employees and ensure a consistent and cohesive employee experience.
• Design and execute employee engagement initiatives, team-building activities, and workplace wellness programs, particularly suited to IT professionals.
• Act as the first point of contact for employee grievances and workplace concerns.
• Resolve employee conflicts professionally, empathetically, and in accordance with company policies.
• Contribute to building a positive, collaborative, and high-performing workplace culture.

6. Statutory Compliance & IT Industry Standards

• Maintain comprehensive knowledge of Indian labour laws applicable to the IT sector, including the Shops and Establishments Act, Maternity Benefit Act, and POSH requirements.
• Ensure timely and accurate statutory compliance and remittance of:
• PF
• ESIC / ESI
• Professional Tax (PT)
• TDS
• Gratuity
• Monitor changes in labour laws, statutory requirements, and minimum wage regulations.
• Advise management on compliance requirements and potential HR and regulatory risks.
• Ensure HR processes remain compliant with applicable statutory and regulatory requirements.

7. Core HR Administration

• Draft, update, implement, and maintain HR policies, employee handbooks, and Standard Operating Procedures (SOPs).
• Ensure HR processes are properly documented, communicated, and followed.
• Maintain accurate and confidential employee records and digital HR files.
• Maintain organisational charts and employee documentation securely.
• Ensure appropriate confidentiality and data protection of sensitive employee information.

Qualifications & Requirements

Experience

• 6+ years of proven experience in HR Operations, preferably within the IT / Software Services industry.

Keka HRMS Proficiency – Mandatory

• Advanced, hands-on administrative experience with Keka HRMS is mandatory.
• Strong understanding of Keka configuration, policies, workflows, modules, reports, and backend settings.
• Ability to configure HR policies and processes in Keka from scratch.
• Ability to troubleshoot Keka HRMS system and backend configuration issues.

Payroll & Compliance

• Deep practical understanding of Indian labour laws, payroll processing, and statutory compliance.
• Strong knowledge of PF, ESI/ESIC, PT, TDS, Gratuity, and related statutory processes.

Communication Skills

• Excellent written and verbal communication skills.
• Ability to draft professional HR communications, policies, SOPs, and employee documentation.
• Strong interpersonal skills and ability to manage employee and vendor relationships.

Problem-Solving & Ownership

• High emotional intelligence and strong interpersonal judgement.
• Ability to handle confidential employee information with discretion.
• Proactive approach to identifying issues and resolving employee and operational challenges.
• Strong ownership and process-oriented mindset.

Education

• Bachelor's or Master's degree in Human Resources, Business Administration, or a related field.

What Sets You Apart

• Previous experience independently implementing or migrating an organisation to Keka HRMS.
• Strong experience in Keka HRMS administration, configuration, workflow automation, and reporting.
• Strong data analysis skills using MS Excel / Google Sheets, including VLOOKUP, Pivot Tables, and analysis of Keka data exports.
• Ability to use HR technology, automation, AI, and data to improve HR processes and operational efficiency.
• Demonstrated ability to build scalable HR processes and systems that reduce manual dependency.