HR Executive SOP – Recruitment, job posting, interview process, onboarding, training, attendance & payroll coordination step-by-step

 

 

Standard Operating Procedure (SOP)

HR Executive Department 

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1. Purpose of SOP

This Standard Operating Procedure (SOP) defines a structured and transparent process for recruitment, onboarding, training, attendance, and payroll coordination at Kesher
Automation. The aim is to ensure efficiency, compliance, and smooth HR operations.

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2. Scope

This SOP applies to the HR Executive Department and covers:

• Vacancy initiation & approval

• Job description preparation

• Recruitment & sourcing

• Interview & selection process

• Offer letter & documentation

• Employee onboarding & training

• Attendance & payroll coordination

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3. Vacancy Initiation & Approval

1. HR Executive discusses manpower requirements with the department head or management.

2. Discussion includes:

   • Reason for vacancy (new / replacement)

   • Job role & responsibilities

   • Skills, qualification & experience

   • Salary budget

3. Final approval is taken from senior management.

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4. Job Description (JD) Preparation

1. HR prepares a detailed Job Description.

2. JD includes:

   • Job title & department

   • Roles & responsibilities

   • Qualification & experience

   • Required skills

   • Location & working hours

3. JD is finalized after approval from the concerned senior person.

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5. Job Posting & Sourcing

5.1 For Engineers, Sales & Office Staff

• LinkedIn

• Indeed

• WorkIndia

5.2 For Junior Staff / Helpers / Electricians

• WorkIndia

• Job Hai

• Local pamphlet distribution

Job posts include job role, salary range, location, and contact details.

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6. Resume Screening & Shortlisting

1. Applications are received via portals, WhatsApp, email, and referrals.

2. Screening is based on:

   • Experience & skills

   • Location suitability

   • Salary expectations

3. Shortlisted candidates are informed for interviews.

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7. Interview & Selection Process

1. HR schedules interviews (telephonic / online / face-to-face).

2. Interview rounds:

   • HR Executive (initial)

   • Technical / senior person (final)

3. Feedback is recorded.

4. Final selection is approved by management.

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8. Salary Discussion & Offer Letter

1. HR discusses:

   • Salary structure

   • Job role & responsibilities

   • Joining date

2. Salary is finalized within approved budget.

3. Offer letter is prepared and shared after management approval.

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9. Documentation Process

HR collects and verifies:

• Aadhaar Card

• PAN Card

• Resume

• Educational certificates

• Experience letters (if any)

• Bank details

Documents are collected via email/WhatsApp and physical copies at joining.

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10. Joining & Onboarding

1. HR completes onboarding formalities on joining date.

2. Employee is provided with:

   • ID card / safety items (if applicable)

   • Company policies & rules

   • Reporting manager & department details

3. HR ensures a positive onboarding experience.

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11. Training & Induction

1. HR coordinates with department heads for:

   • Job-specific training

   • Safety training

   • Process orientation

2. HR follows up for smooth role adjustment.

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12. Vacancy Closure

1. Vacancy is closed after successful joining.

2. Job portals and internal records are updated.

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13. Attendance & Payroll Coordination

1. HR maintains monthly attendance.

2. At month-end:

   • Attendance is finalized

   • Salary sheet is prepared

   • PF, ESIC, leave deductions are calculated

3. Salary sheet is shared with accounts/management for approval.

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14. Record Maintenance

HR maintains records of:

• Job descriptions

• Interview & selection details

• Offer letters & joining documents

• Attendance & payroll sheets

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15. SOP Review & Updates

This SOP is reviewed periodically and updated as per company policies and operational requirements.