About the Company

Job Description

As a HR & Payroll Specialist, your primary responsibility will be the comprehensive management of payroll operations for our clients’ employees in India. This encompasses ensuring the precise, compliant, and timely distribution of salaries. Your duties will include maintaining master data accuracy, executing monthly payroll processing, generating payslips, and effectively addressing employee inquiries related to payroll. Depending on the specific focus of your role, additional responsibilities may involve supervising payroll teams, diligently managing tax obligations, and proactively contributing to internal payroll initiatives. Success in this dynamic position hinges on your expert knowledge of Indian payroll regulations, proficiency in relevant payroll systems, exceptional organizational skills, and effective communication abilities. Your contributions will be instrumental in ensuring the efficiency and regulatory compliance of our payroll processes.

Responsibilities

• Serve as the primary HR point of contact and company representative within India.
• Facilitate a seamless onboarding experience for new local employees, welcoming them and providing comprehensive guidance through all local HR processes.
• Manage core HR operational tasks, including time and attendance tracking, probation period monitoring, contract modifications, and offboarding procedures.
• Address HR-related inquiries and concerns from both employees and clients, escalating and resolving issues as necessary.
• Support the employee termination/separation process under the direction of the Reporting Manager, ensuring compliance and a smooth transition.
• Maintain a current understanding of Indian employment laws and relevant HR trends, communicating pertinent updates to internal stakeholders.
• Prepare essential HR documents, such as employment agreements, addendums, and letters, while maintaining accurate and up-to-date personnel records.
• Provide administrative and advisory support on-site, encompassing areas like office management, social insurance enrollment assistance, bank account setup guidance, and the sourcing and purchasing of office equipment.
• Collect and meticulously organize client documentation and mail, maintain a well-organized document storage system, ensure the office environment remains tidy and professional, effectively liaise with vendors, and manage the company’s safe box as part of comprehensive office administration duties.
• Thoroughly support the work visa application process, ensuring accuracy and timeliness in all related tasks.
• Actively participate in and take ownership of ad hoc projects as assigned by management.
• Guarantee the timely and accurate processing of payroll for clients’ employees for each designated pay period.
• Verify that client employee data is consistently and accurately updated within the payroll system.
• Calculate employees’ net pay, taking into account time records, benefits, applicable taxes, and other pertinent deductions.
• Execute salary disbursement through secure direct transfers to employees’ designated bank accounts.
• Ensure that payslips are generated with precision, distributed promptly, and in full compliance with relevant regulations to all employees.
• Process any necessary changes related to employee exemptions and job status adjustments.
• Generate comprehensive payroll reports for meticulous record-keeping purposes and managerial review.
• Ensure that year-end tax certificates are accurately issued to employees in a timely manner.
• Identify, thoroughly investigate, and resolve any discrepancies found in timesheets and any other payroll-related tasks.
• Provide payroll support for the flexible benefits program, including configuration within the payroll software and the generation of detailed reports for the benefit provider (Pluxee).
• Respond promptly and comprehensively to employee inquiries regarding salaries, income tax matters, labor law compliance, deductions, attendance records, timekeeping, and all other payroll-related issues.
• Process timely payments to relevant government authorities according to the legally mandated schedules, encompassing monthly tax payments, Provident Fund (PF) contributions, Profession Tax (PT) payments, and Employee State Insurance (ESI) payments, among others.
• Manage the registration and deregistration processes for countries’ statutory social benefits with the appropriate local authorities, ensuring compliance with all applicable regulations.
• Be responsible for quarterly, semi-annual, and annual statutory processing to guarantee compliance with all statutory requirements, including annual year-end tax filing (requesting necessary documentation from staff, accurately calculating relevant tax processing, and producing the required reports and forms for submission to the tax authority and distribution to staff). Compliance will applicable laws on a periodic basis incl Income Tax, Provident Fund, Profession Tax, ESI, etc.
• Collaborate effectively with colleagues, sharing knowledge and providing support to team members.
• Actively listen to and communicate clearly with team members, keeping everyone informed of relevant updates and developments.
• Propose constructive solutions, offer and accept feedback in a positive manner, and maintain a strong focus on continuous improvement.
• Uphold a high level of professionalism, contribute to a positive team morale, and foster a healthy and productive work environment.
• Serve as the subject matter expert for payroll and payroll tax-related matters specific to India.
• Address and effectively resolve any inquiries from statutory financial auditors related to payroll processes and documentation.
• Provide essential payroll information for the annual actuarial valuation.
• Adhere strictly to established payroll policies and procedures and ensure full compliance with all relevant laws and regulations.
• Undertake ad hoc tasks as requested by the Company from time to time.

Qualifications

• Demonstrated strong knowledge of payroll regulations specific to India.
• Minimum tertiary education (post-secondary degree or diploma).
• Proven experience in managing payroll processes using greytHR is highly preferred.
• Possess a deep understanding of how flexible benefits programs operate within India.
• Comprehensive knowledge of Indian tax regulations and their application to payroll.
• Strong understanding of relevant India labour legislations and compliance requirements.
• Exceptional organizational skills and the ability to effectively manage workload under strict deadlines.
• Excellent verbal and written communication skills in English, as well as proficiency in the languages relevant to the countries of coverage.
• Meticulous attention to detail and strong numerical skills (comfortable working with financial data).
• Exceptional organizational skills and the ability to effectively manage workload under strict deadlines.
• Excellent verbal and written communication skills in English, as well as proficiency in the languages relevant to the countries of coverage.

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