Job Purpose To manage and maintain the complete attendance, time office, shift, leave and manpower records of both on-roll and off-roll employees, ensuring accurate and timely attendance processing, compliance with company policies, and coordination with Payroll, HR, Administration and Contract Labour teams.

Key Responsibilities

1. Attendance & Time Office Management

- Manage daily attendance for on-roll and off-roll employees.
- Monitor attendance through biometric/RFID/attendance management systems.
- Check and reconcile in-time, out-time, late coming, early leaving and missing punches.
- Prepare daily attendance reports and highlight irregularities to the concerned department.
- Ensure timely correction of attendance discrepancies after proper authorization.
- Maintain attendance records and ensure data accuracy.

2. Shift & Manpower Management

- Maintain employee shift schedules, weekly offs and shift changes.
- Coordinate with department supervisors for shift allocation and manpower deployment.
- Track absenteeism, late coming and unauthorized absence.
- Prepare daily manpower/attendance status reports for management.
- Monitor attendance of contract/temporary/workmen manpower deployed through contractors.

3. Leave & Overtime Management

- Maintain employee leave records and update the HRMS/attendance system.
- Verify leave applications against attendance records and company policy.
- Process and maintain overtime (OT) records after obtaining required approvals.
- Coordinate with respective departments for OT authorization and discrepancies.
- Maintain records of compensatory off, weekly-off working and holiday working, wherever applicable.

4. On-Roll & Off-Roll Employee Records

- Maintain accurate attendance and time-office records for:
- Permanent/on-roll employees
- Contract/off-roll employees

- Temporary employees
- Trainees/apprentices, wherever applicable
- Coordinate with contractors regarding deployment, attendance,



absenteeism and manpower records.
- Reconcile contractor attendance with company records before submission for payroll/billing purposes.

5. Payroll Support

- Provide accurate monthly attendance inputs to Payroll/HR.
- Prepare and verify attendance-related inputs such as:

- Paid days

- Loss of pay (LOP)

- Leave

- Overtime
- Weekly-off/holiday working

- Absence

- Late/early attendance adjustments
- Support monthly payroll closure and resolve attendance-related payroll queries.

6. Compliance & Documentation

- Maintain proper documentation and records related to attendance and working hours.
- Ensure time-office practices are aligned with applicable company policies and statutory requirements.
- Support HR audits, internal audits and statutory inspections by providing required attendance/time records.
- Maintain confidentiality of employee attendance and personal information.

7. HRMS / Attendance System

- Ensure timely and accurate updating of employee attendance data in HRMS/time-office software.
- Coordinate with IT/HRMS vendors for system-related issues.
- Generate regular attendance and manpower reports.
- Maintain employee master data related to shifts, departments, locations and attendance categories.

8. Employee & Department Coordination

- Respond to employee queries related to attendance, leave, shifts, punches and salary-related attendance issues.
- Coordinate with department heads, supervisors, security, contractors and payroll team.
- Communicate attendance rules and time-office procedures to employees and contract manpower.





Daily / Weekly / Monthly Activities

Daily:

- Check attendance and missing punches.
- Monitor absenteeism and late coming.
- Update shift changes and attendance corrections.
- Prepare daily manpower/attendance reports.
- Coordinate with departments and contractors.

Weekly:

- Review attendance irregularities.
- Reconcile contract manpower attendance.
- Review overtime and weekly-off working.
- Share attendance MIS with HR/management.

Monthly:

- Close attendance cycle within defined timelines.
- Verify leave, LOP and OT.
- Prepare payroll attendance inputs.
- Reconcile on-roll and off-roll manpower records.
- Maintain monthly attendance reports and documentation.

Key Skills & Competencies

- Good knowledge of Time Office & Attendance Management.
- Working knowledge of HRMS/biometric attendance systems.
- Good understanding of shifts, weekly offs, leave and overtime processes.
- Basic knowledge of payroll and statutory HR processes.
- Good knowledge of MS Excel and attendance MIS.
- Robust coordination and communication skills.
- Attention to detail and accuracy.
- Ability to handle confidential employee information.
- Ability to manage large employee populations and multiple shifts.

Key Performance Indicators (KPIs)

- Attendance accuracy and timely closure.
- Accuracy of payroll attendance inputs.
- Timely resolution of attendance discrepancies.
- Accuracy of OT and leave records.
- Timely submission of attendance/MIS reports.
- Reconciliation accuracy of contractor/off-roll manpower.
- Compliance with time-office procedures.
- Reduction in attendance-related payroll complaints.

Authority & Accountability The Executive HR / Time Office will be accountable for the accuracy, confidentiality and timely processing of attendance and time-office data for all on-roll and off-roll employees, while ensuring proper coordination with concerned departments, contractors and Payroll.

📌 Executive HR- Time Office (Indore)
🏢 Carryfast
📍 Indore