Swapna Nair

HR Operations & Recruitment Specialist | HRMS | US IT Staffing | ADP Payroll | Policy & Compliance

Seasoned HR professional with comprehensive experience in HR operations, policy creation, and US and India recruitment. Proven ability to manage the entire employee lifecycle, streamline HR processes, and align people strategies with organizational goals. Hands-on expertise with tools like Keka, and ADP, and recruitment delivery for top-tier clients including BNY Mellon, BlackRock, Mphasis, and others.

Core Competencies:

• HR Operations & Compliance
• End-to-End US & Domestic Recruitment
• Keka HRMS Management
• ADP Payroll & Attendance Oversight
• Employee Relations & Engagement
• HR Policy Design & Implementation
• Offer/Exit Management & Documentation
• Vendor Management & Negotiation
• Finance Coordination with CA

Professional Summary & Responsibilities:

• Led complete HR operations, overseeing onboarding, payroll coordination, attendance, policy communication, exit formalities, and compliance.
• Handled US recruitment for clients such as BNY Mellon, BlackRock, Mphasis, ensuring adherence to international hiring standards and timelines.
• Managed HRMS platforms like Keka, maintaining accurate employee data and ensuring process consistency.
• Responsible for end-to-end employee lifecycle management, including onboarding, documentation, performance support, and offboarding.
• Coordinated with external Chartered Accountants (CA) and finance teams for compliance, and statutory documentation.
• Worked on ADP payroll, ensuring timely processing, accuracy in compensation, payroll processing, and seamless communication between HR and Finance.
• Built and implemented HR policies, including leave, WFH, code of conduct, compliance, and disciplinary frameworks.
• SPOC for recruitment vendor partnerships, including budget decisions, contract finalization, and performance management.
• Drafted and issued official HR documents: offer letters, warning and termination letters, internship certificates, etc.
• Supported organizational culture through Rewards & Recognition programs, team collaboration initiatives, and open-door HR practices.
• Created and maintained regular HR & Worksheet reports (daily, weekly, monthly) for performance tracking and audits.
• Advised senior leadership on workforce planning, HR policy changes, and process optimization strategies.
• Coordinated and led through the AI Case studies with teams.
• HR Admin - Co-ordinations with Wework Office spaces, negotiations

HR Operations Specialist | Expertise in NetSuite HRMS, End-to-End Employee Lifecycle Management

Dynamic and detail-oriented HR professional with hands-on experience managing and optimizing HR operations across the entire employee lifecycle. Proven track record of building efficient HR systems, leading teams, and ensuring compliance in high-growth, fast-paced environments. Specialized in NetSuite (HRMS, ERP, Technical) hiring and back-end HR processes.

Core Areas of Expertise:

• HR Operations & Administration
• Employee Lifecycle Management
• HRIS & ESS Portal Management
• Recruitment & Talent Acquisition (ERP/NetSuite focus)
• Payroll Coordination & Attendance Management
• Onboarding & Exit Formalities
• HR Policy Implementation & Compliance
• Employee Engagement & Retention

Key Responsibilities & Contributions:

• Supervised and led a team of HR recruiters to ensure SLAs were met across recruitment and operational HR functions.
• Owned and updated the internal ESS portal, maintaining accurate employee master data and ensuring smooth data flow across HR systems.
• Managed end-to-end HR operations — from onboarding, documentation, policy briefings, payroll coordination to exit formalities.
• Ensured timely and accurate attendance reporting, collaborated with the payroll team, and resolved discrepancies proactively.
• Drafted and issued all HR-related communication including offer letters, internship documents, warning letters, and termination notices.
• Served as a single point of contact for vendor management, including approval of commercials and coordination of recruitment services.
• Conducted monthly and weekly reports on HR and recruitment metrics; provided dashboards and insights to senior leadership.
• Led employee engagement initiatives, including Rewards & Recognition programs, and coordinated with internal teams for seamless execution.
• Handled grievance redressal and conducted monthly 1:1 employee check-ins to support retention and workplace satisfaction.
• Advised leadership on HR policy improvements, salary benchmarking, and workforce planning strategies.
• Oversaw pre-employment processes such as background verification, reference checks, and documentation.
• Coordinated and conducted training sessions for employees and supported policy education across departments.
• Executed all aspects of the onboarding journey — from orientation and documentation to system setup and engagement.
• Managed the exit process including full and final settlements, exit interviews, and clearance procedures.
• Hands-on experience with Applicant Tracking Systems (ATS) for streamlined hiring.
• Built strategic partnerships with universities and recruitment vendors to source top talent.
• SPOC for vendor coordination, including contract negotiation and payout approvals.
• Organized and participated in career fairs, campus drives, and hiring events to attract qualified candidates.
• Conducted interviews across all levels, including lateral hires, and managed pre-employment checks (BGV, references, etc.).
• Drafted and sent formal documentation, including offer letters, warning notices, and termination letters.
• Collaborated with senior leadership on workforce planning and staffing strategies.
• Handled complete onboarding, training, payroll coordination, and exit formalities.
• Implemented employee engagement strategies, including monthly one-on-one check-ins and Rewards & Recognition programs.
• Advised employees on company policies, salary structures, benefits, and grievance redressal.
• Drove employee retention initiatives, maintaining open communication and fostering a positive work environment.
• Coordinated with the payroll team for attendance tracking and compensation disbursement.
• Created and issued internship offer letters and certificates in coordination with management.

• Supervise and lead a group HR Recruiters to meet all SLAs relative to any and all functions including Recruitments and HR Operations including admin activities.
• Complete HR Recruitment.
• Complete Induction.
• Releasing offer Letters, and also deciding the salaries for the new candidates.
• Connection on Linkedin.
• Cold calling for Candidates.
• Delegating responsibilities.
• Conducting Fun Friday for the employees and co-ordinating for their gifts / or going self to buy gifts to motivate the teams.
• Weekly team meetings to understand the challenges faced by the team.
• Sourcing and calling for HR profiles LinkedIn, Naukri.
• Conduction All level interviews across all domains.
• Maintain daily, weekly and monthly production reports, taking weekly calls.
• Coordinate activities of the department with the manager to include work flow monitoring, process improvement, training, reporting.
• Help in Brand Promotion with the help of DM team.
• Conduct Rewards and Recognition, co-ordinating for the same with the Graphics team and conducting the Sessions.
• Provide recommendations for strategies and process improvements to add value to teams and Business Partners.
• Negotiations for any profile, taking approvals from top management and sending offer letter and Internship letters and also Internship certificates.
• Initiated Work Anniversaries and Birthday wishes.
• Conducting mens day, woman's day and other functions and the administration work for the same.
• Complete Exit Formalities.
• Co-ordinating with Inter SPOC about their payments on time.
• Co-ordinate with PF/ ESIC Consultant to get the documents processed.
• Co-ordinating with Greythr for Salary, Exit formalities, changes and appraisals in the salaries.
• Looking after the Global Medical Insurance meets, arrange meetings for queries and help employees with the same.
• Grievance handling on a daily basis.
• One on One sessions with all employees on a daily basis and submitting the reports to the MD.
• Coordinate with other internal support teams to ensure seamless production by the operations team.
• Provide resolutions to complex escalated queries and complaints from external and internal customers.
• A lead, coach, motivating and develop associates (reporting to me) to deliver high quality reports to the clients to achieve or exceed set operational targets.
• Monitor and evaluate staff performance, attendance, also generate reports as necessary.

• Supervise and lead a group HR Recruiters to meet all SLAs relative to any and all functions including Recruitments and HR Operations including admin activities.
• Complete HR Recruitment.
• Connection on Linkedin.
• Worked on Applicant tracking system.
• Weekly team meetings to understand the challenges faced by the team.
• Sourcing and calling for HR profiles Linkedin, Naukri.
• Conduction All level interviews across all domains.
• Maintain daily, weekly and monthly production reports, taking weekly calls.
• Coordinate activities of the department with the manager to include work flow monitoring, process improvement, training, reporting.
• Conduct Rewards and Recognition, co-ordinating for the same with the Graphics team and conducting the Sessions.
• Provide recommendations for strategies and process improvements to add value to teams and Business Partners.
• Negotiations for any profile, taking approvals from top management and sending offer letter and Internship letters and also Internship certificates.
• Initiated Work Anniversaries and Birthday wishes.
• Conducting mens day, woman's day.
• Complete Exit Formalities.
• Co-ordinating with Inter SPOC about their payments on time.
• Co-ordinate with PF/ ESIC Consultant to get the documents processed.
• Taking care of the HDFC HAPPAY Food card, and their queries.
• Looking after the Global Medical Insurance meets, arrange meetings for queries and help employees with the same.
• Grievance handling on a daily basis.
• Coordinate with other internal support teams to ensure seamless production by the operations team.
• Provide resolutions to complex escalated queries and complaints from external and internal customers.
• A lead, coach, motivating and develop associates (reporting to me) to deliver high quality reports to the clients to achieve or exceed set operational targets.
• Monitor and evaluate staff performance, attendance, also generate reports as necessary.

• Company Overview: EFC Limited is a leading player in commercial infrastructure and real estate space, providing affordable options for Companies in Pune and Mumbai.
• Ramp-up - Talent Acquisition: Participated in the org growth plan and ramped up employee strength from 30 to 85 in less than 6 months.
• Worked closely with the Marketing team to develop brand development strategies to attract right talent for EFC, which was a growing start-up.
• Implemented start-up performance oriented growth fundamentals by recruiting professionals at same salary with a 6 month salary revision, based on performance. This helped lower the cost to company to start operations and recruit the right talent.
• Recruited admin staff (~25) for the healthcare line of business in less than 1 month.
• Stabilization - Core HR practices: Created a business requirement for a org level HRMS to manage the growth.
• Anchored the implementation of 'Great HR' system integrated with EFC in-house base systems to manage end to end employee cycle and functions.
• Formulated policies in line with the business requirements to safeguard organizational and employee interest.
• Implemented strong Performance Management practice through several initiatives driven through business metrics.
• Initiated 'High Tea' sessions to improve employee connect.
• Introduced multiple initiatives to foster talent within the organization thereby building the blocks of employee engagement and retention.
• Implemented TNI (Training Need Identification) principles through one-to-one meeting and PDPs.
• Formed the Employee Grievance Box to formulate an informal process of gathering employee feedback towards the organization, its practices and anything else.
• Outcome: Doubled employee strength in record time to meet the growing business requirements.
• Exit Attrition of the year tapped to 8%.
• Average Tenure/Employee increased to 19 months.
• Created a pool of 25 contractors to manage the business spike and troughs.
• EFC Limited is a leading player in commercial infrastructure and real estate space, providing affordable options for Companies in Pune and Mumbai.

• Company Overview: Tata Consultancy Services Limited (TCS) is an Indian multinational information technology (IT) service and consulting company.
• Worked as a Liaison between the Clients and operations team for understanding project complexities as well as resource requirements.
• Inducted new resources for product/process/system/cultural and Customer handling skills.
• On-the job training support extended to the team.
• Attendance Management.
• SPOC for business operations reporting for the SME and the MIS Team.
• Co-ordination with the other departments like the NBN (National Broadband Network service of Australia in cases of any faults or delay during the connection.
• Checking and providing support to the Clients with any kind of support like additional data, working with Priority Assist Customers - special / old category for a speedy and hassle free connection.
• Was Moved to the TCD+3 team, to get the feedback and provide extra assistance to those customers who have face any kind of difficulty during the process.
• Tata Consultancy Services Limited (TCS) is an Indian multinational information technology (IT) service and consulting company.

• Company Overview: First Energy is a leading player in the alternative energy space that applies biomass and gasification technology to heating applications; specifically home and commercial cooking.
• Recruitments: Owned 70% of the recruitments of the Company.
• Built relations with key consultants to get priority support on open positions.
• Conducted PAN India recruitment drive.
• Developed end-to-end interview process to ensure seamless results.
• Formalized salary bands across levels to minimize disparity in compensation.
• Handled the induction and employee on-boarding processes.
• Training & Development: Developed employee SWOT for identifying training needs per employee.
• Developed Training calendar for coming quarters.
• Conducting behavioral trainings and SPOC for managing other training sessions.
• Line HR functions: SPOC for all HR admin and infrastructure requirement tasks.
• Handling and Co-ordinating for the Medical claims of the employees under Group Insurance.
• Handling Attendance, Absenteeism, Leave Record Maintenance.
• Incentives Management & Performance bonus.
• Payroll Co-ordination.
• Maintaining ESIs for all employees and SPOC for all queries.
• Handling HR policies and making periodical updates and changes as may be required.
• First Energy is a leading player in the alternative energy space that applies biomass and gasification technology to heating applications; specifically home and commercial cooking.

• Company Overview: A creative 2D animation Company based in Pune.
• Completely looking after the recruitment.
• Solely Looking after all the HR Admin Activities.
• Completing all the Joining Formalities for the new joinees.
• Exit Interviews.
• Payroll Processing.
• Maintaining Leave records and attendance for the Employees.
• Maintenance of HR policies.
• Handling Grievances.
• Skip meetings and quarterly meeting with the Management to see what can be done for the better working of the employees.
• Performance Appraisals for all employees and issuing letters and handling appraisal related issues.
• Looking after account of all the expenses occurring for Admin purpose.
• Maintenance of the Annual contracts of the Vendors.
• Maintaining the Outward / Inward couriers.
• Making Payment of Bill.
• Make Domestic and International Travel and Visa arrangements as per the requirement.
• Scheduling Tests for the candidates and also Conducting test for them.
• A creative 2D animation Company based in Pune.

• Company Overview: India's leading, multi-product and diversified engineering conglomerates with an annual revenue in excess of USD $1.5 billion.
• Solely Looking after all the Admin Activities.
• Taking care of all recruitments (mostly referrals).
• Completing all the Joining Formalities for the New Joinees.
• Looking after the HRMS details and co-ordination with the HRMS dept.
• Payroll Processing.
• Maintaining Leave records and attendance for the Employees.
• Maintenance of HR policies.
• Performance appraisals and handling the grievances related salary and work environment.
• Looking after the front office, assisting the CEO of the company.
• Co-ordination with other Kirloskar Group Companies and other departments.
• Looking after account of all the expenses occurring for Admin purpose.
• Maintenance of the Annual contracts of the Vendors.
• India's leading, multi-product and diversified engineering conglomerates with an annual revenue in excess of USD $1.5 billion.

• Company Overview: KPIT is a global technology company that specializes in providing IT Consulting and Product Engineering solutions and services to focused industries including Automotive and Transportation, Consumer and Industrial Goods, Energy and Resources, High Tech, Life Sciences, and Utilities.
• Conducting Corporate Trainings.
• Training on Voice and Accent, Customer service and Cultures of various countries.
• Coaching on Customer Service.
• Call Monitoring.
• Quality Check.
• Conducting a Training Need Analysis for all the new joinees.
• Conducting Interviews(Voice Checks).
• Induction.
• Doing voice over for various processes.
• Weekly Call Calibration with US clients.
• Content Development (Preparing New Training Modules).
• Maintenance of the Annual contracts of the Vendors.
• KPIT is a global technology company that specializes in providing IT Consulting and Product Engineering solutions and services to focused industries including Automotive and Transportation, Consumer and Industrial Goods, Energy and Resources, High Tech, Life Sciences, and Utilities.

• Company Overview: Humdingertech is a professional website designing and development company based in India, provides affordable web development services, graphic designing and e-commerce application development services.
• Leave Management.
• Attendance.
• Handling Payroll and Salary Structure.
• Appraisals.
• Head hunting and Recruitment.
• Induction.
• Joining and Exit formalities.
• Corporate Trainings.
• Humdingertech is a professional website designing and development company based in India, provides affordable web development services, graphic designing and e-commerce application development services.