Senior Human Resource Executive

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Role Overview

The HR Executive - Payroll & Compliance Management will be responsible for end-to-end HR Payroll & compliance operations for Company Employees (600+). This includes payroll processing, statutory compliance, client documentation, audit coordination, HR documentation, and coordination with internal teams and clients.

Detailed Responsibilities

1. Timesheet & Attendance Management

• Verify timesheets submitted by deployed EHS personnel, signed by client representatives.
• Coordinate with the HR Onboarding & Coordination Team to ensure timely receipt of site timesheets.
• Track, sort, and archive timesheets for audit and payroll reference.

2. Payroll Processing

• Prepare payroll based on validated timesheets using manual Excel and HRMS software.
• Manage three payroll cycles.
• Submit final payroll (with remarks/approvals) to Management and Accounts by 6th of every month.
• Prepare Bank NEFT sheets and ensure their submission; visit banks if required for urgent processing.

3. Statutory Compliance (PF/ESIC/Insurance)

• Manage employee PF/ESIC registration, deactivation, UAN generation, and KYC through EPFO & ESIC portals.
• Track and maintain insurance records (where applicable).
• Generate and submit weekly, monthly, and quarterly compliance reports to internal management.

4. Client Compliance Documentation & Submission

• Prepare and customize compliance sets (PF challans, ECR, ESIC reports, muster rolls, salary sheets, etc.) as per client-specific formats over 100+ clients with varying requirements.
• Use MS Excel, Word, and PDF tools to compile and edit documentation.
• Submit all compliance documentation to clients by 16th EOD every month, aligned with invoicing timelines.
• Coordinate with the Accounts team to ensure compliance sets are dispatched alongside invoices.
• Handle soft copy submissions (via email or client portal) and hard copy courier dispatches with accuracy.
• Be prepared to travel to client sites when needed for submission, follow-ups, or portal uploads.

5. Compliance Follow-Up & Closure

• Track client acknowledgment/approval of compliance documents.
• Obtain formal clearance from clients to enable invoice release by the accounts team.
• Maintain records of submission and approval timelines for MIS and audit purposes.

6. Post-Payroll Responsibilities

• Generate payslips (manually or via HRMS) and distribute via email or Employee Self-Service (ESS) portal.
• Support employees with queries regarding deductions, tax, or statutory remittances.

7. Full & Final Settlements

• Track employee resignations or project closures.
• Prepare full & final settlements in Excel/HRMS, and submit to Accounts post management approval.
• Ensure compliance on exit documentation and final payment timelines.

8. HR Formalities & Documentation

• Prepare HR Letters:
• Offer Letter, Appointment Letter, Transfer Letter, Relieving Letter, Experience Letter, Warning Letters, etc.
• Handle joining formalities:
• Document collection
• CTC structure communication
• ID card issuance, Customer Site Gate Pass entry Process
• Employee induction and initial orientation
• Maintain both hard copy and soft copy of documents in organized, auditable formats.
• Ensure timely follow-up with HR Onboarding & Coordination team for missing or pending forms.
• Conduct fortnightly checks to ensure documentation completeness and CTC structure alignment.

9. Audit Coordination

• Represent the HR Onsite Division during:
• Internal audits (HR/Compliance/Finance)
• External audits (Statutory/Client audits)
• Ensure timely availability of employee documents, compliance records, and payroll logs.

10. General & Administrative Support

• Work closely with cross-functional teams (Recruitment, Accounts, Coordination) for smooth operations.
• Maintain all trackers, logs, and submission registers to support internal reviews and process planning.
• Suggest improvements to streamline the compliance lifecycle and reduce manual effort where possible.

Key Skills Required

• Payroll Management (Excel & HRMS)
• Statutory Compliance (PF, ESIC, Labor Laws)
• HR Letter Drafting & Documentation Control
• Client-Specific Compliance Handling (100+ clients)
• MS Excel, MS Word, PDF Editing
• Attention to Detail & Deadline-Oriented
• Strong Coordination & Follow-up Skills
• Audit Preparedness
• Willingness to Travel Locally for Client Submissions