HR & Operations · Confidential — internal
HR & Operations Coordinator — role & KPIs
The mandate for Codeaza's HR & Operations Coordinator: run a clean HR operating layer (attendance, payroll, onboarding, docs) and — just as importantly — own the culture: activities, events, Slack engagement and monthly people reporting. This is a manager-level, process-owning role — not an operator: she sets the cadence, runs it, and reports flat to the three of us. This sheet is to run onboarding and set expectations from day one.
01The role
Two halves, equal weight: keep the HR operating layer accurate and on-time, and actively build the company's culture and engagement. First 30 days = HR-first (docs → onboarding → payroll integrity); culture & engagement then run as a permanent, owned track — not an afterthought.
02Core HR operations
| Area | What this role owns |
|---|---|
| Attendance & payroll integrity Highest-priority | Daily attendance reconciliation; validate data before every payroll cutoff; enforce the late policy (4 lates = 1 leave); run the manual time-adjustment approval workflow. Payroll accuracy is this role's metric, not "the portal's". |
| Onboarding & offboarding | Structured onboarding (orientation, accounts, expectations); a repeatable confidential offboarding checklist (assets, clearances, access revocation); track contract renewals + probation so nothing lapses silently. |
| HR documents & automation | Generate offer / experience letters, salary slips and JDs via the AI tooling (not manual drafting); maintain the JD library and keep role docs current. |
| Reimbursements & HR–Finance handoff | Own the reimbursement process end-to-end (Hojagi portal) — no manual bank-drop scrambles; support expense reporting + financial-dashboard accuracy with finance. |
| Hiring support | Pipeline coordination, interview scheduling, candidate comms. |
03Culture, engagement & events Own this track
This is a first-class part of the role, not a side task. The Coordinator actively builds and sustains how it feels to work at Codeaza — and owns the process end-to-end: running the voting/poll to pick what we do, registering people, doing the bookings, and keeping everything on a shared company calendar the whole team can see.
Signature rituals to establish & run:
| Ritual | Cadence | What it is |
|---|---|---|
| Monthly Town Hall | Monthly | Entire team on-site — company update + a general / topic discussion. Whole-team alignment. |
| Chill Calls | Bi-weekly (restore) | Informal, non-work team hangout call — bring these back on a fixed cadence. |
| Padel | Monthly | Once-a-month team padel outing — book the court, register players. |
| Office gaming tournament | Monthly | In-office tournament (e.g. Call of Duty) — bracket, sign-ups, prize. |
- Own the process — run the voting/poll for what the team wants, register participants, handle all bookings (venue, court, catering), and keep a shared company calendar current so everyone sees what's coming.
- Build activities & culture — a regular, owned cadence of team activities and initiatives (not one-off scrambles).
- Celebrate events — birthdays, work anniversaries, milestones and festivals; people recognised on time, every time.
- Build Slack engagement — an active, positive Slack presence: shout-outs, wins, announcements, culture channels, prompts and threads.
- Employee reports — monthly engagement & reporting — a monthly people/engagement report for leadership (Asim / Mishal / Mubeen): participation, morale signals, engagement trends, event outcomes and what to improve next month.
- Events end-to-end — annual trip, mango party, anniversaries: vendor sourcing, budget (±20%), logistics; monthly on-site event supervision.
04Coordination & communication
- Lead the weekly HR coordination call — drive cadence + follow-through.
- Reinstate / support weekly knowledge-sharing sessions.
- Take over HR web management + internal-project coordination.
05KPIs — reviewed monthly with leadership (Asim / Mishal / Mubeen)
| # | KPI | Target |
|---|---|---|
| 1 | Payroll errors attributable to attendance data | 0 per cycle |
| 2 | Attendance reconciliation completed before every payroll cutoff | 100% on time |
| 3 | New-hire onboarding checklist completed by day 1 | 100% of joiners |
| 4 | Offboarding checklist (assets/access/clearance) closed within SLA | 100% ≤ 3 days |
| 5 | Contract renewals / probation reviews actioned before expiry | 0 silent lapses |
| 6 | Reimbursement cycle run without manual intervention | 100% via portal |
| 7 | Monthly Town Hall held (whole team, on-site) | 1 / month |
| 8 | Chill Calls running on cadence | Bi-weekly |
| 9 | Padel outing + office gaming tournament run | 1 each / month |
| 10 | Events & celebrations acknowledged on time (birthdays, anniversaries, milestones) | 100% |
| 11 | Shared company calendar kept current (all events booked & visible) | Always current |
| 12 | Slack engagement — active culture posts / shout-outs | ≥ weekly |
| 13 | Monthly employee engagement report delivered to leadership | 1 / month, on time |
| 14 | HR docs (offer / experience / slips) turnaround | ≤ 2 working days |
| 15 | Confidentiality breaches (payroll / offboarding / contract info) | 0 |
06Guardrails & first-90-days success
Guardrails
- Confidentiality: offboarding / contract / payroll info never leaks to team channels.
- Data-accuracy accountability: payroll integrity owned by this role.
- Sequencing: first 30 days HR-first, then culture & coordination run as a permanent track.
First-90-days success
- Zero payroll errors attributable to attendance data.
- Standardised onboarding + offboarding checklists live and used.
- Reimbursement cycle running without manual intervention.
- A visible culture cadence + the monthly engagement report established and consistent.
© 2026 Codeaza Technologies — HR & Operations Coordinator role brief. New hire: Aiza (joins 17 Aug 2026). Confidential — for internal use only.