Payroll Specialist

Job Description

Position Overview

We are looking for a detail-oriented and experiencedPayroll & Compliance Specialist to manage the full cycle of our payroll, statutory compliance, employee offboarding, and related administrative functions. The ideal candidate will have a strong understanding of payroll processes and Indian labor laws and be dedicated to maintaining accuracy, confidentiality, and compliance in all tasks. This role is crucial for ensuring our employees are paid accurately and on time while maintaining our organization's full compliance with all statutory regulations.

Key Responsibilities

Payroll Management

Process monthly payroll accurately, ensuring all calculations, deductions (TDS, PF, ESI, etc.), and disbursements are error-free.

Maintain and update employee data and payroll records in the HRIS (Human Resources Information System).

Ensure timely and accurate processing of all statutory deductions and contributions, including Provident Fund (PF), Employees State Insurance (ESI), Tax Deducted at Source (TDS), Professional Tax (PT), and Labour Welfare Fund (LWF).

Collaborate with the Finance team and external vendors for payroll audits and payments.

Address and resolve all employee payroll-related inquiries in a timely and professional manner.

Prepare and share regular payroll reports and management information system (MIS) reports with relevant stakeholders.

Statutory Compliance

Monitor and ensure the timely remittance and filing of all statutory dues (PF, ESI, TDS, Gratuity, Professional Tax, LWF, etc.).

Maintain accurate and updated records and documentation for all statutory audits and inspections.

Liaise with government authorities and regulatory bodies on compliance-related matters.

Track changes in labor laws and ensure our policies and processes are updated and compliant.

Support internal and external compliance audits and implement corrective actions as needed.

Offboarding Management

Manage the complete employee offboarding process, including resignation acceptance, exit interviews, and clearance.

Ensure smooth coordination with IT, Finance, and other relevant departments for asset recovery and clearances.

Facilitate final settlement, issue experience letters, and ensure all statutory requirements related to employee exits are met.

Conduct exit interviews and document feedback to identify trends and areas for organizational improvement.

Vendor & Invoice Management

Process and verify invoices related to HR services (recruitment agencies, insurance providers, etc.).

Coordinate with vendors and internal teams (Finance, Procurement) to ensure timely approvals and payments.

Maintain a clear record of all processed invoices for audit purposes.

Resolve any invoice discrepancies by liaising with vendors and internal stakeholders.

Attendance & Data Management

Monitor and maintain daily attendance records and leave applications in the HRIS or attendance management system.

Identify and report discrepancies in attendance data (e.g., missing punches, absenteeism).

Collaborate with managers and employees to resolve and regularize attendance issues.

Ensure all attendance data is accurately integrated into the monthly payroll process.

Qualifications

Bachelor's degree in Human Resources, Commerce, or a related field.

Proven experience in a similar role, with expertise in payroll processing and statutory compliance.

In-depth knowledge of Indian labor laws, including PF, ESI, TDS, Gratuity, and other related regulations.

Proficiency with HRIS and payroll software.

Excellent attention to detail and a high degree of accuracy.

Strong communication and interpersonal skills to handle employee queries and coordinate with various teams.

• Ability to manage multiple tasks and deadlines in a fast-paced environment.