Deputy Manager Payroll

Position Summary:

We are seeking an experienced, detail-oriented, and compliance-driven Deputy Manager, Payroll to lead our end-to-end payroll operations. The ideal candidate will manage monthly payroll processing, statutory compliances, employee benefits administration, insurance renewals, and full and final (F& F) settlements. You will act as a key liaison between HR and Finance to ensure timely and accurate financial disbursements while maintaining strict adherence to labor laws and AKRSP(I) policies.

Key responsibilities:

1. End to end payroll processing

• Manage and execute accurate, end-to-end monthly payroll processing for all employees within established timelines using the Keka HR & Payroll platform.
• Administer and configure payroll structures, salary components, attendance, shifts, leave policies, and variable pay inputs within Keka.
• Review payroll inputs, attendance data, deductions, and tax computations on Keka to ensure 100% accuracy before disbursement.
• Coordinate and track budget allocations for staff salaries, benefits, and related expenditures in collaboration with Finance.
• Coordinate closely with the Finance team to ensure timely and seamless disbursement of monthly salaries, bonuses, and employee benefits.
• Coordinate and track timesheet submission.

1. Statutory & regulatory compliance

• Ensure timely generation and submission of statutory challans and payments for PF (Provident Fund), ESIC, PT (Professional Tax), and LWF (Labour Welfare Fund).
• Maintain comprehensive compliance under the Occupational Safety, Health and Working Conditions (OSH) Code, Shops and Establishment Act, and Maternity Benefit Act, including timely filing of all statutory returns (Shops and Establishment returns, Maternity Benefit returns).
• Keep abreast of changing labour laws and ensure company policies and payroll systems align with regulatory updates.

1. Insurance & benefits administration

• Manage the timely renewal and administration of corporate insurance policies, including Term Life Insurance, Group Mediclaim, and Personal Accident Insurance.
• Oversee timely Gratuity processing, timely provisions, annual Gratuity renewals, and statutory payments/remittances to LIC, as well as regular Superannuation payments to LIC.
• Administer employee staff benefit settlements, including Earned Leave (EL) Encashment and running/reviewing the regular Education Reimbursement cycle for all staff.
• Ensure provisions of various staff benefits are accurately calculated and disbursed timely when due on a regular basis.

1. Full & Final (F&F) settlement & exit management

• Facilitate a smooth and professional exit process for departing employees via Keka's exit management workflows.
• Execute accurate and timely Full and Final (F&F) processing, incorporating notice pay, leave encashment, gratuity, and all other receivables/recoveries.
• Coordinate F&F payment clearances and overall exit clearances with the Finance department.

1. Contract management

• Fixed Term Contracts (FTC): Manage contracts for Fixed Term Contract employees, tracking contract terms and ensuring timely renewals.
• Probation Process: Oversee the probation process through Keka workflows, ensuring timely completion of probation reviews, tracking confirmations, and updating records.
• Audit Documentation: Review and ensure that all documentation related to payroll, contracts, and benefits is accurate, up-to-date, and appropriately filed/placed for internal and external audits.
• Update real time data in HRIS (Keka).

1. State HR coordination

• State HR Collaboration: Coordinate and work closely with states HR to align on state-specific HR matters, compliance, and operational execution.
• Oversee and manage relevant HR/payroll vendor contracts, agreements, and documentation in coordination with the team.

1. Audit Risk Management, and Internal Controls

• Coordinate internal and external payroll audits and provide the required supporting documents, reconciliations, and explanations.
• Maintain a clear audit trail for payroll inputs, approvals, revisions, deductions, and disbursements.
• Review payroll processes to identify control gaps, compliance risks, and opportunities for improvement.
• Ensure appropriate segregation of duties, authorization controls, and confidentiality of payroll information.
• Track audit observations and coordinate timely closure of corrective actions.
• Ensure payroll records are retained in accordance with applicable legal and organizational requirements.

Qualifications & Requirements

• Education: Masters degree in Commerce, Human Resources, Business Administration, or a related field.
• Experience: 5 to 8+ years of hands-on experience in end-to-end payroll management, budget tracking, contract administration, statutory compliance, and employee benefits in a mid-to-large-sized organization.
• Technical skills:
• Hands-on expertise and advanced proficiency in administering payroll, attendance, leave, and core HR modules on the KekaHR digital platform, coupled with advanced MS Excel skills.
• Strong understanding of regional and national labour laws, FTC contracts, probation workflows, budgeting, and audit requirements.

Key Competencies

• High attention to detail: Exceptional numerical accuracy and meticulous record-keeping for budget tracking and audit compliance.
• Time management: Proven ability to manage multiple stakeholder requirements and meet strict monthly deadlines under pressure.
• Communication & interpersonal skills: Strong ability to collaborate with Finance, HR, State HR teams, and external vendors, handling queries with empathy and professionalism.
• Ethical & confidential: High integrity in handling sensitive, confidential employee payroll, contract, budget, and compensation data.