HR Payroll and Admin Executive

Job Summary:

This dual role involves managing payroll operations and statutory compliance for the organization while also overseeing administrative functions like travel management, office center operations, and other administrative responsibilities. The individual will work closely with the Director of HR India, ensuring both HR payroll processes and administrative tasks are handled efficiently.

Key Responsibilities:

1. Payroll Processing:
   • Ensure accurate and timely processing of payroll, including salaries, bonuses, and other employee compensations.
   • Manage payroll reconciliations, adjustments, and error corrections in accordance with company policies.
   • Ensure payroll system and employee data accuracy on a regular basis.
2. Statutory Compliance:
   • Ensure compliance with statutory requirements such as Provident Fund (PF), Employee State Insurance (ESI), Professional Tax, Income Tax, and other payroll-related laws.
   • Handle the submission of various statutory returns and forms such as TDS, PF, ESI, and others.
   • Stay updated with the latest changes in government regulations affecting payroll and implement necessary adjustments in a timely manner.
   • Liaison with statutory compliance consultant to be up-to-date on recent changes in law and 100% compliance all times.
3. Government Norms & Employment Laws:
   • Maintain a strong understanding of labor laws, tax laws, and employment regulations.
   • Assist in audits and inspections by government bodies, ensuring the company is fully compliant.
   • Manage compliance audits and provide data to external auditors and government agencies as needed.
4. Employee Queries & Grievances:
   • Address employee queries related to payroll, taxation, and statutory deductions.
   • Provide clarifications regarding pays lips, tax declarations, and other payroll-related concerns.
5. Data Management & Reporting:
   • Manage employee payroll data accurately in the HRMS/Payroll software.
   • Prepare monthly, quarterly, and yearly reports on payroll expenses, statutory contributions, and compliance.
   • Generate ad-hoc reports for management as required.
6. Process Improvement:
   • Recommend and implement process improvements to enhance the efficiency of payroll operations.
   • Work closely with HR and finance teams to streamline payroll and compliance workflows.
7. Travel Management:
   • Oversee all domestic and international travel arrangements for employees, including bookings, itineraries, and accommodation.
   • Ensure travel policies are adhered to and manage relationships with travel vendors/agencies.
   • Handle travel expense reports and provide post-travel support, including reimbursements.
8. Office Management:
   • Manage day-to-day operations of office centers, including facility management, office supplies, and maintenance.
   • Coordinate with external vendors for office-related services and contracts (e.g., cleaning, security, etc.).
   • Ensure compliance with safety, health, and environment regulations.
9. Administrative Support:
   • Provide administrative support to the HR team and other departments as required, including document preparation, scheduling, and handling confidential information.
   • Assist in organizing meetings, events, and other company functions.
   • Prepare reports, presentations, and documentation to support leadership decision-making.
10. Vendor and Budget Management:
    • Negotiate and manage contracts with service providers, ensuring cost-effectiveness and quality.
    • Track and monitor administrative budgets, ensuring cost optimization and proper allocation of resources.
11. Employee Support:
    • Assist employees with any administrative queries and provide onboarding support for new hires.
    • Ensure smooth functioning of employee welfare services (transport, cafeteria, etc.).

Key Skills & Competencies:

• Strong knowledge of payroll systems and statutory compliance.
• In-depth understanding of employment laws, tax regulations, and government norms related to payroll.
• Proficiency in HRMS/Payroll software.
• Analytical and problem-solving skills.
• Strong communication and interpersonal skills to manage employee relations.
• Attention to detail and accuracy in payroll management.

Educational Qualifications:

• Bachelor’s degree in HR, Accounting, Business Administration, or a related field.
• Certification in Payroll Management is a mandatory.
• Excellent organizational and multitasking abilities.
• Strong communication and interpersonal skills.
• Proficiency in MS Office (Word, Excel, PowerPoint) and office management software.
• Knowledge of travel and office management practices.
• Ability to work independently, take initiative, and demonstrate problem-solving skills.

Preferred Attributes:

• Experience working in a fast-paced corporate environment.
• Familiarity with managing budgets and vendor relationships.
• Strong attention to detail and ability to handle confidential information with discretion.