HR Compliance Officer

Job Summary

The HR Compliance is responsible for ensuring that the organization complies with applicable labour laws, statutory regulations, and internal HR policies. The role involves managing statutory compliance, maintaining employee records, coordinating with government authorities and external consultants, and ensuring timely filing of statutory returns and payments.

Key Responsibilities

1. Statutory Compliance

• Ensure compliance with applicable labour laws and employment regulations.
• Manage statutory compliance related to EPF, ESIC, Professional Tax, Labour Welfare Fund (LWF), and other applicable statutory requirements.
• Coordinate monthly, quarterly, and annual statutory filings and returns.
• Monitor changes in labour laws and communicate relevant updates to management.
• Ensure timely payment of statutory contributions and maintenance of supporting records.

2. Labour Law Compliance

• Ensure compliance with applicable laws relating to wages, working hours, overtime, leave, holidays, and employee benefits.
• Maintain statutory registers, records, notices, and documentation as required by applicable laws.
• Support compliance with applicable requirements relating to minimum wages, payment of wages, gratuity, bonus, maternity benefits, and other employment-related legislation.
• Assist in implementing updated labour law requirements and internal compliance procedures.

3. Audit and Inspection

• Coordinate internal and external HR compliance audits.
• Prepare documents and records for labour department inspections and statutory audits.
• Respond to audit observations and ensure corrective actions are completed within the prescribed timelines.
• Maintain compliance trackers and prepare periodic compliance reports for management.

4. Employee Documentation

• Maintain employee files, appointment letters, employment agreements, and other HR records.
• Ensure proper documentation of employee joining, separation, transfers, and changes in employment details.
• Maintain accurate and confidential employee data.
• Verify that HR documentation complies with company policies and applicable legal requirements.

5. Vendor and Consultant Coordination

• Coordinate with payroll teams, labor law consultants, contractors, and statutory authorities.
• Verify statutory compliance documents submitted by contractors and manpower vendors.
• Monitor compliance documentation relating to contract labor, where applicable.
• Follow up on pending statutory payments, filings, certificates, and compliance documents.

6. HR Policies and Reporting

• Assist in drafting, reviewing, and updating HR policies and compliance procedures.
• Prepare monthly compliance dashboards, MIS reports, and management updates.
• Track statutory deadlines and ensure timely completion of compliance activities.
• Support HR investigations and employee grievance matters from a compliance perspective.

Required Skills

• Strong knowledge of HR statutory compliance and labour laws.
• Practical experience with EPF, ESIC, Professional Tax, LWF, and payroll compliance, as applicable.
• Good documentation, reporting, and record-management skills.
• Strong analytical, organizational, and coordination abilities.
• Proficiency in MS Excel, MS Office, and HRMS or payroll systems.
• Ability to manage deadlines and maintain confidentiality.

Key Performance Indicators (KPIs)

• Timely completion of statutory filings and payments.
• Accuracy and completeness of statutory records and employee documentation.
• Successful completion of internal and external compliance audits.
• Timely closure of audit observations and compliance gaps.
• Compliance with applicable statutory deadlines.
• Accuracy of compliance MIS and reporting.

Preferred Experience

Experience in HR statutory compliance, payroll compliance, labour law documentation, audits, and coordination with government authorities or external compliance consultants.