Benefits Executive

Job Title: Benefits Executive

Function: People & Culture / HR Operations

Reports To: Manager Benefits & Employee Experience

Role Overview:

The Benefits Executive is responsible for managing the logistics of employee benefits across a dispersed network of fitness centers, retail stores and offices. This includes the procurement, coordination, and delivery of:

• New hire welcome kits
• ID cards and Visiting Cards
• Uniform replenishments
• Nutrition kits

The role plays a critical part in ensuring operational efficiency, vendor coordination, budget adherence, and a seamless employee experience. It requires a detail-oriented, proactive individual who can manage multiple stakeholders and processes across geographies.

Key Responsibilities:

1. Employee Benefits Distribution

• Manage end-to-end procurement and dispatch of new hire welcome kits.
• Coordinate uniform replenishment every six months, including size verification and location-wise requirement mapping.
• Administer the bi-monthly nutrition kit distribution, ensuring timely and accurate coverage across all sites.

2. Vendor Coordination & Process Management

• Liaise with vendors for procurement, packaging, dispatch, and redelivery (if needed).
• Monitor delivery status and resolve logistics issues promptly.
• Ensure compliance with procurement processes handling all documentation including PI, PO, GRN, and coordinating with finance for payment processing.

3. Data Management & Reporting

• Maintain accurate trackers for kit requirements, dispatches, deliveries, and vendor performance.
• Track and report on budget utilization; flag variances and provide regular updates to stakeholders.
• Ensure all records are audit-ready and aligned with compliance standards.

4. Process Optimization & Employee Experience

• Identify areas for process improvement to enhance efficiency and employee satisfaction.
• Ensure consistency with company standards and branding across all distributed items.

Key Skills & Competencies:

• Strong coordination and stakeholder management
• Vendor management and negotiation skills
• Analytical mindset with data tracking and reporting ability
• High attention to detail and process orientation
• Proficiency in Microsoft Excel / Google Sheets; familiarity with ERP/procurement systems
• Strong communication and problem-solving skills
• Sense of ownership and accountability

Qualifications & Experience:

• Bachelors degree in Business, HR, Supply Chain, or related field
• 24 years of experience in HR operations, logistics or procurement coordination ideally in a multi-site, retail, hospitality, hotels etc.
• Experience in managing vendors and delivery logistics across geographically dispersed teams is a plus

Success Measures:

• High on-time delivery rate for kits and uniforms
• Accuracy in requirement mapping vs. actual dispatch
• Budget adherence and timely payment completion
• Positive feedback from stakeholders and employees