Payroll Executive

JOB DESCRIPTIONPayroll Executive – Labour Contracting / Manpower ServicesDepartment: Payroll / HR & Compliance

Designation: Payroll Executive

Reporting To: Payroll Manager / HR Manager / Finance Manager

Location: Head Office

Employment Type: Full-Time

1. Job PurposeTo manage the complete monthly payroll process for employees/workers deployed at various client locations, ensuring accurate salary calculation, attendance reconciliation, statutory deductions, payroll software processing, timely salary payments and proper coordination with Operations, HR, Finance and Compliance teams.

• 2. Key ResponsibilitiesA. Payroll ProcessingProcess monthly payroll for manpower deployed across multiple client locations.
• Calculate wages, Basic, DA/VDA, HRA, allowances, overtime, incentives, bonus, leave and other applicable earnings.
• Calculate PF, ESIC, Professional Tax, TDS and other statutory deductions.
• Process salary arrears, recoveries, deductions, adjustments and salary revisions.
• Ensure salaries are processed accurately and within the defined payroll schedule.
• B. Payroll Software / HRMSHave hands-on experience in payroll software / HRMS / manpower management software.
• Enter, update and maintain employee master data in the payroll system.
• Process monthly payroll through payroll software and generate salary registers and payroll reports.
• Configure/update wage components, allowances, deductions, overtime and statutory parameters as required.
• Generate PF, ESIC, PT, TDS and other payroll-related reports from the system.
• Identify and resolve payroll software errors and data discrepancies.
• Coordinate with software vendors/support teams for technical issues and system updates.
• Experience in software such as Tally Payroll, greytHR, Keka, Saral Payroll, ZingHR, Pocket HRMS, HRMS/ERP systems or other manpower/payroll software will be preferred.
• C. Attendance & OvertimeCollect monthly attendance from all client sites.
• Upload/import attendance into the payroll software.
• Reconcile attendance with client-approved attendance sheets.
• Verify overtime, weekly offs, holidays, leave and absenteeism.
• Coordinate with Operations/Site Supervisors for attendance corrections.
• Ensure payroll is processed based on approved attendance.
• D. Labour Contract PayrollHandle payroll for large numbers of contract workers deployed at different client locations.
• Maintain client-wise and site-wise payroll records.
• Ensure wages are processed according to applicable wage categories and contractual requirements.
• Monitor minimum wages, DA/VDA revisions and wage-rate changes.
• Maintain proper records of new joiners, transfers, salary revisions and exits.
• E. PF, ESIC & Statutory ComplianceMaintain accurate PF and ESIC employee data.
• Verify UAN, PF, ESIC, PAN and other employee details.
• Prepare and verify monthly PF/ESIC payroll data.
• Coordinate with the Compliance team for statutory returns and payments.
• Ensure correct statutory deductions are reflected in payroll.
• F. Client Billing CoordinationCoordinate with Operations and Accounts for monthly client billing.
• Reconcile employee attendance, manpower deployment, overtime and wage rates with client-approved records.
• Provide payroll and manpower cost data required for preparation of client invoices.
• Assist in resolving client queries relating to attendance, manpower and payroll calculations.
• G. Employee Master & RecordsMaintain accurate employee records in payroll software and HRMS.
• Update joining, transfer, site allocation, wage revision and exit details.
• Verify bank details and other payroll-related information.
• Maintain proper documentation and payroll records.
• H. Full & Final SettlementProcess full and final settlement of separated employees.
• Calculate pending wages, overtime, leave payments, recoveries and deductions.
• Coordinate with HR and Operations for exit confirmation and attendance verification.
• I. Payroll MIS & ReportingPrepare monthly payroll reports and MIS.
• Generate client-wise/site-wise:
• 
  
• Manpower reports
• Wage registers
• Salary registers
• Overtime reports
• PF/ESIC reports
• Deduction reports
• New joining and exit reports
• Payroll cost reports
• Provide payroll MIS to management as required.
• 3. Required SkillsStrong practical knowledge of payroll processing.
• Hands-on experience in payroll software/HRMS is mandatory.
• Good knowledge of MS Excel, including VLOOKUP/XLOOKUP, Pivot Tables, SUMIF/SUMIFS and basic formulas.
• Knowledge of PF, ESIC, PT, TDS, Bonus and minimum wages.
• Good understanding of labour-contracting payroll.
• Strong reconciliation and numerical skills.
• Good communication and coordination skills.
• Ability to handle large-volume payroll with accuracy.
• Ability to work under strict monthly payroll deadlines.
• High level of confidentiality regarding employee salary and company financial information.

4. Qualification & ExperienceQualification: Graduate in Commerce, Finance, HR, Business Administration or a related field.

Experience: 2–5 years of relevant payroll experience, preferably in:

• Labour contracting / manpower supply companies
• Facility management companies
• Staffing companies
• Security agencies
• Housekeeping agencies
• Industrial manpower contractors

Experience in handling 500+ employees/workers will be preferred.

5. Preferred Software ExperienceCandidates having experience in any of the following will be preferred:

• Tally Payroll
• greytHR
• Keka
• Saral Payroll
• ZingHR
• Pocket HRMS
• ERP-based payroll systems
• Manpower/contract labour management software
• Any other payroll processing software

Candidates must be comfortable with computerized payroll processing and should have practical experience in generating payroll reports through software.

• 6. Key Performance Indicators (KPIs)Timely and accurate monthly payroll processing.
• Minimum payroll errors and salary complaints.
• Accurate attendance and overtime reconciliation.
• Timely PF/ESIC payroll data preparation.
• Accurate client-wise payroll and manpower cost data.
• Timely updating of employee master data.
• Timely processing of new joiners and exits.
• Timely resolution of employee payroll queries.
• Proper maintenance of payroll records and MIS.

7. CoordinationThe Payroll Executive will coordinate regularly with:

Operations: Attendance, deployment, overtime and site changes.

HR: Joining, exits, employee documentation and master data.

Accounts/Finance: Salary payments, deductions and client billing.

Compliance: PF, ESIC, PT, Bonus and labour-law requirements.

Client Representatives: Attendance approval, overtime and manpower reconciliation.

8. AccountabilityThe Payroll Executive will be responsible for ensuring accurate and timely payroll processing through the payroll software, proper attendance reconciliation, correct statutory deductions, accurate employee records and timely submission of payroll-related MIS and data to the concerned departments.

Confidentiality: The employee shall maintain strict confidentiality of employee salary information, payroll data, client information and company financial information.