HR & Admin Associate (Payroll, Attendance & Expense)

Location: Indore, Madhya Pradesh (office) with field coordination | Employment type: Full-time | Experience: 1-3 years

About the Role

We are looking for an organised and detail-oriented HR & Admin Associate to manage payroll, attendance, and expense tracking for a team of 40-50 staff, including office and field employees. This role keeps salaries accurate and on time, and keeps field operation expenses transparent and well documented.

Key Responsibilities

Salary Preparation

- Prepare monthly salary sheets based on attendance, overtime, advances, and deductions
- Calculate PF, ESI, and applicable TDS
- Prepare salary slips and bank transfer sheets, and ensure salaries are released on schedule
- Maintain records of salary revisions, increments, and advances

Attendance Management
- Maintain daily and weekly attendance for office staff
- Track field staff attendance by site, route, or vehicle assignment
- Prepare monthly summaries of late arrivals, absences, and leaves
- Maintain the leave register and follow up on pending approvals

Expense Tracking
- Collect weekly expense summaries from field staff every Sunday, covering hotel, food, travel, packaging material, fumigation, courier, labour charges, and other operational costs




- Verify supporting bills received by courier against submitted summaries
- Record each expense against the staff member, date, category, and related vehicle or logistics coordinator
- Prepare a consolidated staff-wise and category-wise expense report every Monday, with totals
- Flag missing or unusual entries for management review

Records and Coordination
- Maintain staff records: joining, exit, documents, and reimbursements
- Coordinate between field staff, the logistics office, and management for timely attendance and expense data
- Support management with HR reports and compliance documentation

Requirements
- 1-3 years of experience in payroll, attendance, or admin roles
- Robust Excel skills: formulas, VLOOKUP, and pivot tables
- Working knowledge of PF, ESI, and TDS compliance
- Basic knowledge of Tally or payroll software is an advantage
- Good communication in Hindi and English, including WhatsApp and written reporting
- High accuracy, strong follow-up discipline, and ability to meet deadlines

Preferred
- Experience managing a team of 40 or more employees
- Experience handling field staff attendance and expenses
- Familiarity with attendance apps or GPS-based check-in systems

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