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

Perks enrollment accuracy

100% eligible coverage

📌 Executive - Payroll & Compliance (Mumbai)
🏢 H.K Jewels
📍 Mumbai