Compliance Executive

Key Responsibilities

1. Statutory Compliance (PF, ESIC, LWF & Others)

• Challans & Returns: Prepare and ensure timely payment of monthly PF, ESIC, Professional Tax (PT), and Labour Welfare Fund (LWF) challans. File monthly PF ECR, ESIC contribution returns, and other periodic statutory returns within due dates.
• Employee Onboarding & Portal Management: Register new joiners in PF, ESIC, LWF, and Professional Tax; process UAN generation and linking. Maintain digital signature certificates (DSC) and portal access for EPFO, ESIC, and PT portals.
• Employee Services & Issue Resolution: Handle employee PF/ESIC queries, KYC updates, UAN corrections, name/DOB corrections, nomination updates, and claim processing (withdrawal, transfer, advance). Manage ESIC IP registration, e-Pehchan cards, and dispensary-related issues.
• Exits & Settlements: Process PF & ESIC exits, final settlements, and closure of accounts for separated employees.
• Liaison & Field Visits: Visit PF, ESIC, and Labour Department offices to resolve pending matters, inspections, or discrepancies. Respond to notices, summons, or inspections from labour authorities and coordinate with legal counsel where required.
• Licenses & Registrations: Track and renew statutory licenses/registrations: Shops & Establishment, Contract Labour (Regulation & Abolition) Act, Factory License, Trade License, and other applicable state/central registrations.

2. Regulatory Compliance, Audits & Reporting

• Labour Laws & Acts: Ensure compliance with Minimum Wages Act, Payment of Bonus Act, Payment of Gratuity Act, Maternity Benefit Act, and applicable Standing Orders. Maintain statutory registers as mandated (attendance, wages, leave, overtime, accident register, etc.).
• Regulatory Tracking: Stay updated on labour law amendments, Labour Codes rollout, and other regulatory changes; assess impact and recommend action.
• Audits & Documentation: Prepare and maintain documentation for internal and external compliance audits (statutory, customer, ISO/SA8000 where applicable). Ensure audit-readiness of all statutory files, registers, and challans at all times.
• MIS & Reporting: Generate monthly and quarterly MIS and compliance status reports for management review.

3. HR Operations, Governance & Employee Relations

• HR Policies & SOPs: Support implementation, communication, and monitoring of HR policies and SOPs.
• POSH & Statutory Committees: Support POSH (Prevention of Sexual Harassment) compliancemaintain Internal Committee (IC) records, conduct/support awareness sessions, and ensure annual filings. Maintain records for other statutory committees as applicable (e.g., safety committee, welfare committee).
• Grievance Handling: Receive, log, and coordinate resolution of employee grievances related to payroll, PF/ESIC, and HR policy matters. Act as the primary point of contact for employees on statutory and compliance-related queries.

Required Skills & Competencies

• Labour Law Expertise: Strong working knowledge of labour laws (PF, ESIC, LWF, PT, Bonus Act, Gratuity Act, Minimum Wages Act, Maternity Benefit Act, Shops & Establishment Act, Contract Labour Act) and awareness of the new Labour Codes.
• Portal Proficiency: Hands-on experience with EPFO, ESIC, and PT government portals and challan generation.
• Payroll & Data Skills: Working knowledge of payroll processing and statutory deduction computation. Proficiency in MS Excel (VLOOKUP, Pivot Tables, formulas) and MIS reporting.
• Execution & Detail-Oriented: High attention to detail, accuracy under deadline pressure, strong documentation, record-keeping, and filing discipline.
• Liaison & Communication: Strong follow-up skills and communication ability to liaise confidently with government officials, auditors, and employees.
• Independent Ownership: Ability to manage a compliance calendar independently with minimal supervision (critical, as this role replaces external consultants).
• POSH Knowledge: Basic understanding of POSH Act requirements and IC processes.

Preferred Qualifications

• Education: Graduate/Postgraduate in HR, Labour Law, or a related field.
• Field Experience: Prior experience working directly with PF/ESIC offices (not just through a consultant) is strongly preferred.
• Pan-India Exposure: Experience handling compliance across multiple states in India is a plus.