Executive - Payroll & Compliance

Executive Payroll & Compliance

We are seeking a detail-oriented and proactive Executive – Payroll & Compliance to manage end-to-end payroll operations and statutory compliance for a PAN India (retail store workforce) with a headcount of 1500+ employees. The role requires strong expertise in high-volume payroll processing, incentive management, statutory compliance, POSH, MIS reporting, HRMS (KEKA), and employee lifecycle processes.

Key Responsibilities

1. Payroll Management - Headcount 1500+ | PAN India (Retail Stores)

• Process monthly payroll for 1500+ employees across India.
• Ensure accurate calculation of salaries, incentives, overtime, leave adjustments, and statutory deductions.
• Validate attendance, leave records, and variable inputs before payroll processing.
• Manage high-volume payroll with strict adherence to timelines.
• Coordinate with store managers, regional HR teams, and finance for payroll inputs and reconciliations.
• Ensure timely salary disbursement as per defined payroll calendar.

2. Incentive & Variable Pay Management

• Calculate and validate monthly/quarterly sales incentives for retail staff.
• Coordinate with operations team for sales data verification across multiple locations.
• Ensure accurate and timely incentive payouts.
• Maintain incentive MIS and performance analytics.

3. Statutory Compliance

• Ensure compliance with all applicable labor laws and statutory requirements across states.
• Manage and process:
• Provident Fund (PF)
• ESIC
• Professional Tax
• Labor Welfare Fund
• TDS (employee taxation)
• Handle statutory filings and ensure timely remittances for 1500+ employees.
• Support internal and external audits with complete documentation.

4. POSH Compliance Support

• Support implementation of the POSH (Prevention of Sexual Harassment) policy across locations.
• Maintain POSH-related documentation and records with strict confidentiality.
• Coordinate POSH awareness sessions and training logistics.
• Assist in maintaining Internal Committee (IC) records and statutory reporting.
• Ensure timely submission of annual POSH reports and compliance documentation.
• Support closure of compliance observations related to POSH governance.

5. HRMS Management (KEKA)

• Manage payroll and employee database through KEKA HRMS.
• Maintain accurate employee master data.
• Monitor attendance, leave management, and payroll modules.
• Generate reports and dashboards from HRMS for management review.

6. Attendance & Leave Management

• Consolidate and verify monthly attendance data from PAN India stores.
• Ensure 100% reconciliation before payroll closure.
• Monitor leave balances and policy compliance.
• Resolve attendance discrepancies within defined TAT.

7. Employee Letters & Documentation

• Prepare and issue employee letters (offer, confirmation, increment, transfer, salary certificates, etc.).
• Maintain employee files and digital documentation.
• Ensure documentation readiness for compliance and audit purposes.

8. Employee Taxation & Benefits

• Handle employee income tax declarations, proof verification, and TDS computation.
• Ensure accurate tax calculation for large employee base.
• Manage employee benefits including:
• Mediclaim
• Insurance
• PF & ESIC benefits
• Coordinate for Form 16 generation and issuance.

9. MIS & Reporting

• Prepare detailed monthly payroll MIS for 1500+ headcount.
• Share cost analysis, headcount reports, attrition data, and payroll variance analysis.
• Generate statutory and POSH compliance trackers.
• Maintain payroll dashboards and analytics for management.

10. Employee Lifecycle & Query Management

• Handle payroll and compliance-related employee queries.
• Ensure seamless onboarding and exit formalities from payroll perspective.
• Process Full & Final settlements within defined timelines.
• Maintain high service standards despite large employee base.

Qualifications

• Bachelor’s degree in Commerce / HR / Finance.
• 3–6 years of experience handling payroll for 1000+ employees (Retail preferred).
• Strong knowledge of Indian labor laws and multi-state statutory compliance.
• Exposure to POSH compliance coordination preferred.
• Hands-on experience in HRMS (preferably KEKA).
• Strong Excel and payroll MIS expertise.

Key Skills

• High-Volume Payroll Processing (1500+ Employees)
• Multi-State Statutory Compliance
• POSH Documentation & Compliance Support
• Incentive & Variable Pay Management
• Attendance & Leave Governance
• HRMS (KEKA)
• Employee Taxation & TDS Management
• MIS & Payroll Analytics
• Audit Readiness
• Process Orientation & Accuracy

KRA & KPI Matrix

Key Result Area (KRA)

Key Performance Indicators (KPI)

Target / Measurement

High-Volume Payroll Processing

Payroll accuracy rate

99.5% accuracy for 1500+ employees

Payroll Timeliness

Salary disbursement adherence

100% within payroll calendar

Incentive Management

Incentive payout accuracy

Zero payout discrepancies

Statutory Compliance

On-time PF, ESIC, PT, TDS filings

100% compliance

POSH Compliance Support

Annual reporting & documentation

100% timely submission & zero documentation gaps

Audit & Governance

Audit observations

Zero major non-compliance findings

HRMS Data Management

Master data accuracy

99% data accuracy

Attendance Reconciliation

Pre-payroll reconciliation

100% completion before payroll run

Employee Query Management

Query resolution TAT

95% closure within 48 hours

MIS & Reporting

Timely MIS submission

100% within defined TAT

Full & Final Settlements

Settlement processing timeline

Within 7–10 working days

Tax Compliance

Form 16 & TDS accuracy

100% accurate & timely issuance

Employee Benefits

Benefits enrollment accuracy

100% eligible coverage