Executive HR- Time Office

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.
• Strong 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.