HR - Payroll & Compliance (2 years Fixed Term Contract on Third party)

Role & responsibilities

The position will be engaged for a period of two years through a third-party manpower agency, subject to the applicable contractual terms and conditions. The incumbent shall work under the direction of the designated MGL HR representative and shall be responsible for the assigned activities relating to TPE payroll administration, statutory compliance, documentation and MIS reporting.

A. Payroll Management

• Monitor monthly payroll processing for approximately 800 TPEs engaged through various contractors/service providers.
• Verify attendance, leave, overtime and other payroll inputs, wherever applicable, before payroll processing.
• Review salary statements, wage registers and payroll-related records submitted by contractors for accuracy and completeness.
• Ensure timely disbursement of wages to TPEs in accordance with applicable statutory requirements and contractual terms.
• Verify compliance with applicable minimum wage rates, overtime provisions, wage deductions and other relevant employment conditions.
• Monitor full and final settlement, dues and other payroll-related matters for separated TPEs.
• Investigate and resolve payroll discrepancies, salary-related grievances and payment delays in coordination with contractors.

B. Statutory Compliance Management

• Monitor contractor compliance with applicable labour laws, rules and statutory obligations, including the Code on Wages, 2019, the Code on Social Security, 2020, and other applicable labour legislation, as and when in force.
• Verify timely deposit and submission of applicable statutory contributions and returns, including EPF, ESIC, professional tax, labour welfare fund and other applicable deductions/contributions.
• Review statutory challans, payment receipts, returns, registers, licences and other compliance documents submitted by contractors.
• Monitor compliance with applicable provisions relating to minimum wages, payment of wages, working hours, weekly offs, leave and other employment conditions.
• Maintain a compliance calendar and follow up with contractors for timely submission of statutory documents and records.
• Identify compliance gaps, discrepancies and instances of non-compliance and ensure timely corrective action.
• Escalate persistent non-compliance, delayed submissions and potential statutory exposure to the HR team for appropriate action.

C. TPE Documentation and Records Management

• Maintain a centralised and updated database of approximately 800 TPEs, including employee details, contractor details, deployment location, date of joining, separation details and other relevant information.
• Ensure collection, verification and maintenance of mandatory employee documents as per the prescribed checklist and applicable requirements.
• Monitor submission and validity of identity/address proofs, appointment letters, police clearance certificates, background verification records and other applicable documents.
• Coordinate with contractors for submission of complete and accurate employee documentation within stipulated timelines through designated channels.
• Track missing documents, discrepancies, pending submissions and expiries, and ensure timely closure.
• Maintain proper records of contractor-wise employee deployment, additions, separations and changes in deployment.

D. Contractor Coordination and Vendor Management

• Act as the primary HR coordination point for contractors on payroll, statutory compliance and TPE documentation matters.
• Follow up with contractors for monthly payroll records, statutory compliance documents, wage payment proofs and other required submissions.
• Conduct periodic reviews of contractor-wise compliance status and maintain a record of pending actions.
• Communicate compliance gaps and specify corrective actions and closure timelines.
• Coordinate with Finance, Administration, Security and other concerned departments for matters relating to TPE deployment, payroll and compliance.
• Support the HR team in reviewing contractor performance and adherence to contractual obligations relating to manpower deployment and statutory compliance.

E. MIS, Reporting and Audit Support

• Prepare monthly MIS reports covering TPE headcount, payroll status, statutory compliance, pending documentation, contractor-wise gaps and closure status.
• Maintain a tracker for payroll submissions, wage payments, statutory deposits, document compliance and pending actions.
• Prepare exception reports highlighting delays, discrepancies, non-compliance and other risk areas.
• Maintain organised records and supporting documents for internal audits, statutory inspections and management reviews.
• Provide relevant data, documents and clarifications to internal and external auditors, as directed by the HR team.
• Support periodic reconciliation of contractor-deployed manpower against approved deployment records and invoices, wherever applicable.

3. Key Deliverables

• Timely review of monthly payroll records for approximately 800 TPEs.
• Monthly contractor-wise statutory compliance tracking and follow-up.
• Maintenance of an updated TPE database and personnel documentation records.
• Timely identification, escalation and closure of payroll discrepancies and compliance gaps.
• Submission of accurate monthly MIS reports within prescribed timelines.
• Readiness of payroll, statutory and employee documentation records for audits and inspections.
• Reduction in pending documentation, recurring compliance gaps and payroll-related grievances.

Preferred candidate profile

• Graduate in any discipline; preferably B.Com, BBA, BMS or equivalent.
• MBA/PG Diploma in Human Resources, Labour Welfare or Industrial Relations will be an added advantage.
• Approximately 5 to 7 years of relevant experience in HR operations, payroll administration, contractor compliance or third-party manpower management.
• Prior experience in managing a large third-party workforce, preferably 500 or more employees, will be preferred.
• Working knowledge of applicable labour laws, EPF, ESIC, payroll processes and statutory documentation.
• Proficiency in MS Excel, MIS preparation and record management is essential.

Required Skills and Competencies

• Strong understanding of payroll administration and statutory compliance.
• Good analytical skills and attention to detail.
• Proficiency in MS Excel, data reconciliation and MIS reporting.
• Strong follow-up, coordination and stakeholder management skills.
• Ability to manage high-volume documentation and multiple contractor relationships.
• Strong organisational skills and ability to meet strict deadlines.
• Integrity, confidentiality and a high degree of accountability.
• Ability to identify compliance risks and escalate issues proactively.