HR & Admin Manager (Statutory, Payroll)

Job Description Job Description: HR & Admin Manager (Statutory, Payroll & Compliance) 1. Statutory Compliance & Government Liaison Ensure Full Statutory Compliance: Maintain up-to-date knowledge of labor laws and statutory regulations (ESI, PF, Factories Act, etc.), ensuring the company is compliant at all times. ESI & PF Challan Preparation (VIP & Contractors): Monthly preparation and timely remittance of Employee State Insurance and Provident Fund contributions for both in-house and contractual employees. PF/ESI Master Sheet Follow-up: Maintain and regularly update master tracking sheets to ensure accuracy of statutory deductions and compliance. PF Claims (Advance, Merge & Settlement): Coordinate and process employee requests for advance withdrawals, account merges, and final settlements under PF norms. ESI Claims Processing: Assist employees in ESI-related reimbursements, including Form 22 submissions and managing e-Pehchan cards. Inspector of Factories Liaison: Follow up on inspections and coordinate compliance with the requirements laid down by the Factory Inspectorate. DSC Key Management: Periodically update and manage the Digital Signature Certificates (DSC) for companies such as Natural Tex and RR Co for statutory filings. 2. HR Operations & Documentation Recruitment & Onboarding: Coordinate end-to-end recruitment, from candidate sourcing to onboarding formalities, aligning with departmental needs. HR Document Verification: Final review and audit of employee records, joining kits, background checks, and HR-related legal documents. Salary Verification: Conduct weekly and monthly payroll audits, ensuring timely and accurate disbursement of salaries and related benefits. Staff Personal Files Management: Ensure all employee files are updated, complete, and securely maintained in compliance with audit requirements. Monthly Bonus Statements: Prepare detailed bonus statements based on eligibility, performance, and attendance. Monthly Manpower MIS: Generate and submit MIS reports reflecting current manpower strength, turnover, and headcount variances. Employee Retention & Conflict Resolution: Address employee grievances, manage conflict situations professionally, and design initiatives for workforce retention and engagement. 3. Contractor & Wage Management Wage Costing Reports (VIP): Prepare analytical reports comparing actual wages against budgets to control labor costs and optimize resource allocation. Contractor Wage Bill Verification: Scrutinize contractor-submitted wage bills for accuracy and adherence to agreed wage structures. Workers Wages Head Count: Regularly monitor and validate attendance and wage calculations for all factory floor workers. 4. Safety, Health & Compliance Initiatives Factory Health & Safety Monitoring: Implement and oversee occupational health & safety policies, ensuring compliance with legal and company standards. Fire Fighting & Mock Drill Records: Maintain logs of mock drills and firefighting training activities; ensure periodic drills are conducted and documented. Safety Program Implementation: Drive safety awareness initiatives, training, and compliance campaigns across departments. 5. Admin & Logistics Management Administrative Activities: Supervise day-to-day administrative operations; ensuring office supplies, housekeeping, and infrastructure maintenance are effectively managed. Transport Monitoring: Track daily transport usage, prepare headcount reports, and ensure transport arrangements meet workforce needs. Canteen & Transport Bill Verification: Review and approve vendor bills related to staff transport and food services. Insurance File Maintenance: Maintain updated records of employee and asset insurance policies, and support claims processing when needed. 6. Training & Development Employee Development Programs: Organize and facilitate training sessions to upskill staff in technical, compliance, and soft skill areas, promoting a continuous learning culture. Key Skills Required: Strong understanding of labor laws and statutory regulations Payroll processing and auditing Excellent interpersonal and conflict resolution skills Proficiency in MS Excel, ERP systems, and statutory portals (EPFO, ESIC) Organizational and time management abilities - Attention to detail and high level of accuracy