Payroll Executive- Accounts

Job Summary

We are looking for a detail-oriented and highly organized Payroll Processing Executive to manage end-to-end payroll operations, statutory compliance, payroll accounting, and related finance activities. The role is responsible for processing payroll for approximately 2,500 on-roll employees and supporting payroll administration for a workforce of over 5,000 employees across India.

The incumbent will ensure accurate salary processing, statutory compliance, TDS computation, payroll reconciliations, invoice processing, and payroll-related accounting activities while maintaining confidentiality and adherence to statutory timelines.

Key Responsibilities

Payroll Processing & Employee Compensation

• Process monthly payroll for approximately 2,500 on-roll employees within stipulated timelines.
• Ensure accurate computation of salaries, allowances, deductions, incentives, bonuses, reimbursements, overtime, and other employee benefits.
• Prepare payroll workings, salary registers, payroll reports, and MIS reports.
• Handle Full & Final (F&F) settlements for exiting employees.
• Manage employee advances and loans, including tracking, recovery, and reconciliation.
• Coordinate salary disbursements and resolve payroll-related employee queries.
• Maintain payroll master data and employee records with accuracy and confidentiality.
• Support payroll audits and management reporting requirements.

TDS Management

• Compute monthly and annual TDS on salaries as per Income Tax provisions.
• Verify employee investment declarations and proof submissions.
• Process tax adjustments, exemptions, and deductions as applicable.
• Reconcile TDS deductions and ensure timely deposit of statutory dues.
• Assist in Form 16 preparation and year-end tax-related activities.
• Coordinate with employees regarding tax computations and related queries.

Statutory Compliance

• Ensure compliance with all applicable statutory regulations, including:

• Provident Fund (PF)

• Employees' State Insurance (ESI)

• Professional Tax (PT)

• Labour Welfare Fund (LWF)

• Prepare and file statutory returns within prescribed timelines.

• Generate, verify, and process statutory challans for PF, ESI, PT, LWF, and other applicable compliances.

• Maintain statutory records and documentation.

• Coordinate with government authorities, consultants, and auditors during inspections and audits.

• Ensure compliance across multiple states for Pan-India operations.

Accounting & Reconciliation

• Pass payroll-related accounting entries in ERP/accounting systems.
• Reconcile payroll accounts, salary payable accounts, statutory liabilities, advances, loans, and reimbursements.
• Perform monthly payroll-to-GL reconciliation.
• Assist in month-end and year-end closing activities.
• Prepare schedules and supporting documents for statutory and internal audits.
• Monitor payroll-related accruals and provisions.

Invoice Processing & Vendor Coordination

• Verify and process payroll-related invoices from consultants, manpower vendors, HRMS providers, and statutory agencies.
• Ensure accuracy of invoice documentation, approvals, and supporting records.
• Coordinate with vendors and internal stakeholders for invoice resolution and payment processing.
• Maintain invoice records and support accounts payable activities.
• Reconcile vendor accounts and ensure timely payments.

Reporting & MIS

• Prepare monthly payroll MIS reports and management dashboards.
• Generate reports related to headcount, salary costs, statutory liabilities, TDS, and employee benefits.
• Provide analytical support for payroll budgeting, forecasting, and manpower cost analysis.
• Support management with ad-hoc reports and data analysis requirements.

Required Skills & Competencies

• Strong hands-on experience in end-to-end payroll processing.
• Thorough knowledge of payroll taxation and TDS computation.
• Sound understanding of PF, ESI, Professional Tax, Labour Welfare Fund, and labour law compliances.
• Strong accounting knowledge with experience in payroll accounting and reconciliations.
• Experience in invoice processing and accounts payable support.
• Advanced proficiency in MS Excel (VLOOKUP, HLOOKUP, XLOOKUP, Pivot Tables, IF formulas, SUMIFS, MIS reporting, and data analysis).
• Working knowledge of HRMS platforms (ZingHR preferred).
• Familiarity with ERP and accounting software.
• Strong analytical, problem-solving, and reconciliation skills.
• High level of accuracy and attention to detail.
• Ability to manage confidential payroll and employee information.

Preferred Candidate Profile

• B.Com / M.Com or equivalent qualification in Commerce or Finance.
• 35 years of experience in payroll processing, statutory compliance, and accounting functions.
• Experience handling large employee populations in a multi-location or Pan-India environment.
• Exposure to payroll processing for 2,000+ employees will be an added advantage.
• Strong communication and stakeholder management skills.
• Ability to work under strict timelines and manage multiple priorities.

Key Performance Indicators (KPIs)

• Timely and error-free payroll processing.
• Accuracy of TDS computation and statutory compliance.
• Timely filing and payment of PF, ESI, PT, LWF, and other statutory obligations.
• Payroll reconciliation accuracy.
• Timely closure of payroll-related queries.
• Invoice processing turnaround time.
• Audit compliance and documentation readiness.