Payroll Compliance Executive

Position: HR Executive – Compliance

Department: Human Resources

Designation: HR Executive – Compliance

Reporting To: HR Manager / Head – HR

Location: Head Office / As per business requirement

Experience: 2–5 Years

Employment Type: Full-Time

Role OverviewWe are looking for a detail-oriented and responsible HR Executive – Compliance to manage and ensure end-to-end statutory and labour law compliance across the organisation.

The role will be responsible for timely and accurate compliance related to PF, ESIC, PT, MLWF, LWF, TDS, Bonus, Gratuity, Minimum Wages, Shops & Establishments, Contract Labour and other applicable statutory requirements.

The candidate will also be responsible for coordinating with payroll teams, HR teams, manpower/payroll vendors and government authorities, maintaining compliance records, conducting periodic audits, and ensuring that all statutory payments, returns, registers and documentation are completed within the prescribed timelines.

The ideal candidate should have strong knowledge of Indian labour laws, excellent attention to detail, and the ability to independently manage multiple compliance requirements and stakeholders.

• Key Responsibilities1. Statutory Compliance ManagementManage end-to-end statutory compliance applicable to the organisation across locations.
• Ensure timely and accurate compliance under EPF, ESIC, Professional Tax, Labour Welfare Fund / MLWF, TDS and other applicable labour and employment laws.
• Track statutory due dates and ensure timely payment of contributions, challans and submission of returns.
• Maintain a comprehensive Statutory Compliance Calendar with clear ownership and deadlines.
• Ensure compliance with applicable Minimum Wages, Bonus, Gratuity, Payment of Wages, Working Hours, Leave and other employment-related regulations.
• Monitor changes in labour laws, government notifications and statutory requirements and communicate relevant changes internally.
• Ensure applicable registrations, renewals, licences and amendments are completed within timelines.
• 2. PF & ESIC ComplianceManage monthly PF and ESIC compliance from employee data validation to challan generation, payment and filing.
• Verify PF/ESIC deductions against payroll and employee records.
• Ensure correct onboarding, UAN generation/linking, PF transfers and related employee formalities.
• Handle ESIC IP registration and related employee requirements.
• Coordinate resolution of PF/ESIC discrepancies, rejected transactions and employee queries.
• Maintain complete records of challans, ECRs, returns and supporting documents.
• 3. Professional Tax, MLWF & Other State ComplianceEnsure timely calculation, deduction, payment and filing of Professional Tax wherever applicable.
• Manage MLWF/LWF contributions and applicable periodic filings.
• Ensure compliance requirements are followed state-wise based on employee locations and establishment registrations.
• Maintain state-wise compliance trackers and documentation.
• 4. Payroll ComplianceCoordinate with the payroll team to ensure statutory deductions and payments are accurate.
• Validate payroll inputs affecting statutory compliance.
• Check PF, ESIC, PT, TDS and other statutory deductions before payroll closure.
• Reconcile payroll statutory deductions with actual challans and payments.
• Identify and rectify discrepancies in payroll and statutory records.
• 5. Manpower / Payroll Vendor ComplianceMonitor statutory compliance of all Payroll Vendors, Manpower Vendors and Contract Labour Vendors.
• Collect and verify monthly compliance documents from vendors within defined timelines.
• Verify vendor-submitted PF, ESIC, PT, LWF and other applicable statutory challans, ECRs, wage registers and returns.
• Maintain a vendor-wise compliance tracker and flag gaps or non-compliances.
• Follow up with vendors for delayed or incomplete compliance submissions.
• Escalate critical or repeated compliance deviations to the HR/Management team.
• Ensure vendor payments/compliance are not processed without required supporting documentation, wherever applicable.
• 6. Labour Law & Establishment ComplianceEnsure compliance with applicable Shops & Establishments Act, Contract Labour regulations, Minimum Wages, Payment of Wages, Bonus, Gratuity, Maternity Benefit, POSH and other applicable labour laws.
• Maintain statutory registers, notices, records and employee documentation as required under applicable legislation.
• Coordinate with internal teams and external consultants for labour law compliance.
• Support implementation of new statutory requirements and regulatory changes.
• 7. Compliance Audit & DocumentationConduct periodic internal audits of statutory compliance.
• Maintain a central repository of all compliance-related documents.
• Ensure availability of:
• Challans
• ECRs
• Statutory returns
• Registers
• Licences
• Government registrations
• Employee compliance records
• Vendor compliance documents
• Audit reports and supporting documents
• Identify compliance gaps and prepare corrective action plans.
• Ensure closure of audit observations within defined timelines.
• Support statutory, internal and external audits.
• 8. Employee Compliance SupportResolve employee queries related to PF, ESIC, PT, statutory deductions and other compliance matters.
• Assist employees with PF transfer, withdrawal, UAN and ESIC-related issues.
• Coordinate with relevant authorities/vendors for resolution of employee statutory issues.
• Ensure employee statutory records are accurate and updated.
• 9. MIS & ReportingPrepare monthly Statutory Compliance MIS for management review.
• Maintain compliance dashboards covering:
• Compliance status
• Due dates
• Payments completed
• Returns filed
• Pending actions
• Vendor compliance
• Non-compliances
• Penalties / interest, if any
• Provide regular compliance status reports to the HR Head/Management.
• Maintain an exception tracker and ensure timely closure of all open items.
• 10. Process Improvement & Compliance ControlsDevelop and maintain standard processes and checklists for statutory compliance.
• Establish maker-checker controls for critical compliance activities.
• Identify recurring compliance gaps and implement preventive measures.
• Digitise and streamline compliance records and tracking wherever possible.
• Ensure no statutory deadline is missed due to process or coordination gaps.
• Required Skills & CompetenciesStrong knowledge of Indian Labour Laws and Statutory Compliance
• Good working knowledge of PF, ESIC, PT, MLWF/LWF and payroll compliance
• Understanding of Contract Labour / Manpower Vendor Compliance
• Strong knowledge of statutory registers, returns and documentation
• Good knowledge of MS Excel / Google Sheets
• Strong reconciliation and analytical skills
• Excellent attention to detail
• Strong follow-up and coordination skills
• Ability to independently manage statutory deadlines
• Good communication and documentation skills
• Ability to handle confidential employee and payroll information
• Strong ownership and accountability
• Educational QualificationGraduate in HR, Commerce, Business Administration, Law or a related discipline.
• Additional certification/course in Labour Laws, HR Compliance, Payroll or Industrial Relations will be an advantage.
• Experience2–5 years of experience in HR Statutory Compliance / Payroll Compliance / Labour Law Compliance.
• Experience handling PF, ESIC, PT, MLWF/LWF and manpower/vendor compliance is preferred.
• Candidates with experience in logistics, warehousing, manpower-intensive or multi-location organisations will be preferred.