People Ops Coordinator

About Born West

Born West is a California-based creative technology agency building digital products, mobile and web apps, AI-powered tools, and platform systems for clients including L'Oréal, Oracle NetSuite, Superfeet and Pathstone. Our India subsidiary, Born West India, supports our global delivery work with a fully remote team of ~25 engineers, designers, and specialists across India.

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We are hiring our first dedicated People Operations Coordinator to own the ground-level coordination that keeps our India team running smoothly — hardware, onboarding, payroll coordination, compliance administration, and event logistics.

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Role Summary

This is a coordination and execution role, not a decision-making or strategic one. You will be the operational spine of Born West India — the person who makes sure new hires have their machines, payroll data gets to the CA on time, statutory compliance is maintained, and India-based events run without friction.

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You will report to the Chief of Staff in the US, work closely with the Country Directors in India on day-to-day matters, and serve as the primary point of contact for the India team on people and operations questions.

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You are not expected to set policy, make hiring or comp decisions, resolve interpersonal disputes, or represent the company in technical or client contexts. Policy, strategy, and final approvals flow from the founders and Chief of Staff. You execute.

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Responsibilities

IT Asset and Hardware Operations

• Procure hardware (MacBooks, iPhones, iPads, peripherals) for new hires, replacements, and special requests, based on approvals from Country Directors or Founders.
• Coordinate shipping of hardware to employees' home addresses across India safely and on time.
• Handle hardware issues end-to-end: arrange transport of faulty machines to Apple service centers, track repair status, and ship repaired machines back to employees.
• Arrange temporary replacement machines where possible to minimize downtime.
• Maintain accurate asset records in Zoho Creator IT Asset Tracker: assignments, serial numbers, warranty status, location, and condition.
• Manage asset return and recovery during employee exits.

Onboarding and Offboarding

• Execute new hire onboarding: collect employment documents, coordinate with the CA for payroll setup, issue equipment, provision Zoho People and other system accounts, and run orientation on policies.
• Get offer letters, NDAs, and IP assignment agreements (drafted by leadership) executed and filed correctly.
• Maintain employee records in Zoho People with full accuracy.
• Coordinate exit formalities: final settlement preparation with the CA, hardware recovery, access revocation, issuance of experience letters and relieving documents (drafted by leadership).

Payroll and Statutory Compliance Coordination

• Collect and validate monthly payroll inputs (attendance, leaves, expense claims, reimbursements) and submit to the CA on schedule.
• Serve as the primary liaison between employees and the CA for payroll queries.
• Track leave balances, compensatory offs, and holiday schedules in Zoho People per the Delhi Shops and Establishments Act policy (effective April 1, 2026).
• Support PF, ESI, Professional Tax, and TDS filings executed by the CA: provide data, verify outputs, flag discrepancies.
• Maintain a compliance calendar and ensure statutory deadlines are tracked and met.

POSH Act Compliance

• Coordinate the operations of the Internal Committee (IC) constituted under the POSH Act, 2013: schedule meetings, maintain records and minutes, track complaint timelines, and prepare the annual report for filing with the District Officer.
• Coordinate POSH awareness training for all employees and onboard new hires to the policy.
• Liaise with the external POSH consultant (IC external member) on cases and training rollouts.
• Note: This role does not chair the IC and does not investigate complaints. The Presiding Officer and IC members own that work.

Employee Support and Grievance Routing

• Serve as an alternate intake channel for employee concerns that cannot be raised with their manager (manager conflicts, cross-team issues, compensation questions, general discomfort).
• Log concerns confidentially and route to the Chief of Staff for handling. Do not attempt resolution independently.
• Default grievance path remains: employee to manager. This role is an alternate channel, not a replacement.
• POSH complaints go directly to the IC, never through this role informally.

Event and Travel Logistics

• Plan and execute Born West India's annual in-person events: venue sourcing, hotel negotiation, conference room and A/V setup, meals, team travel and stays for out-of-city attendees.
• Be on-ground at events for execution support.
• Coordinate any future local co-working meetups as the program develops.
• Arrange travel and accommodation for employees traveling for work on an ad-hoc basis.

Operational Admin and Finance Support

• Raise POs and coordinate hardware and vendor payments with the Country Directors.
• Manage virtual office correspondence, courier receipts, and any physical mail routing.
• Maintain vendor relationships (hotels, travel agents, shipping providers, IT repair partners).
• Track India-entity operational expenses and reconcile with monthly invoices to the US parent entity.

Reporting and Coordination

• Weekly sync with the Chief of Staff: status updates, blockers, upcoming milestones, observations on team operations.
• Escalate showstoppers same-day or next-business-day to the Chief of Staff.
• Coordinate daily with Country Directors on matters affecting delivery teams.
• Share observations on team engagement and concerns with the Chief of Staff as part of the weekly sync. This is informal and directional, not formal sentiment analysis.

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What This Role Is Not

To set expectations clearly:

• You are not an HR Business Partner or HR Generalist. You do not own policy, comp decisions, or grievance resolution.
• You are not a decision-maker on hiring, terminations, hardware budgets, or vendor selection. You execute against decisions made by leadership.
• You are not a client-facing or technical representative of the company at events or conferences.
• You are not the IC Presiding Officer. You support IC operations.
• You are not responsible for the emotional or personal wellbeing of employees. You route concerns to the right place.

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Required Qualifications

• 3–5 years of experience in HR Operations, People Ops, or Admin Ops roles, ideally at a startup or small-to-mid-sized company (20–200 employees).
• Hands-on experience with Zoho People, Zoho Payroll, or comparable HRMS (BambooHR, Keka, GreytHR, etc.).
• Working knowledge of Indian employment and statutory landscape: PF, ESI, PT, TDS, Shops and Establishments Act, POSH Act, gratuity basics.
• Strong written and verbal English. You will be writing to founders and the Chief of Staff regularly.
• Delhi NCR residence, with ability to travel within NCR when required and to other Indian cities 2–4 times per year for events.
• Comfort with remote, async work. You will not have an office to go to or colleagues sitting next to you.
• Execution discipline. Follow-up, documentation, and closing loops are the job. We need someone who finishes things without being reminded.
• Discretion. You will handle confidential employee information, payroll data, and sensitive matters.
• Bachelor's degree in HR, Business Administration, or a related field. MBA/PGDM in HR is a plus, not required.

Nice to Have

• Experience supporting a US-based parent company or working across US-India time zones.
• Experience with Apple device lifecycle management (MDM, repair coordination, procurement).
• Event coordination experience (corporate offsites, team events, conferences).
• Familiarity with Mercury, Wise, or other fintech payment tools.

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