Payroll Manager (Staffing Industry)

Job Description – Payroll
Manager (Staffing Industry)

Job
Title: Payroll
Manager
Department: Payroll Operations
Experience: 2–5 Years
Industry Preference: Staffing, Recruitment, Manpower Outsourcing, or
Contract Staffing
Location: Salt lake, Kolkata

Job Summary

We are
looking for an experienced and detail-oriented Payroll Manager with a strong
background in the staffing and manpower outsourcing industry. The candidate
will be responsible for managing end-to-end payroll operations for a large
workforce, including permanent employees, contractual employees, and deployed
associates across multiple client locations.

The ideal
candidate should have extensive experience in managing high-volume payroll
processing, statutory compliance, client billing coordination, salary
reconciliation, payroll audits, and employee query resolution.

Key Responsibilities

1. End-to-End Payroll Management

• Manage and oversee monthly
  payroll processing for a large workforce of contractual and permanent
  employees.
  
• Ensure timely and accurate
  salary processing for employees deployed at multiple client locations.
  
• Manage attendance, leave,
  overtime, incentives, deductions, and final salary calculations.
  
• Ensure payroll accuracy and
  timely salary disbursement.
  
• Handle full and final
  settlements, employee exits, and arrear calculations.
  

2. Staffing Industry Payroll Operations

• Manage payroll for employees
  deployed across multiple clients, projects, and locations.
  
• Coordinate with operations
  and recruitment teams for employee joining, exit, attendance, and
  salary-related information.
  
• Validate client-approved
  attendance and timesheets before payroll processing.
  
• Manage different salary
  structures, wage rates, billing models, and client-specific payroll
  requirements.
  
• Ensure proper reconciliation
  between employee payroll costs and client billing.
  
• Monitor employee deployment
  records and headcount reconciliation.
  

3. Statutory Compliance & Labour Laws

• Ensure compliance with
  applicable statutory regulations, including:
  
• Provident Fund (PF)
  
• Employee State Insurance
  (ESI)
  
• Professional Tax (PT)
  
• Labour Welfare Fund (LWF)
  
• TDS and income tax
  deductions
  
• Minimum Wages and
  applicable labour laws
  
• Bonus, Gratuity, and other
  statutory benefits
  
• Ensure timely statutory
  payments, returns, and filings.
  
• Coordinate with auditors,
  consultants, and statutory authorities.
  
• Maintain compliance
  documentation and payroll records.
  

4. Client Coordination & Reconciliation

• Coordinate with client
  finance and HR teams regarding payroll-related matters.
  
• Ensure reconciliation of
  attendance, employee costs, overtime, reimbursements, and other payroll
  components.
  
• Resolve payroll
  discrepancies and billing-related queries.
  
• Support client audits and
  provide payroll reports as required.
  

5. MIS & Reporting

• Prepare monthly payroll MIS
  and management reports.
  
• Generate reports on employee
  headcount, salary costs, statutory deductions, and payroll expenses.
  
• Monitor payroll budgets and
  identify cost variances.
  
• Provide accurate payroll
  data for financial reporting and audits.
  

6. Team Management & Process Improvement

• Lead and manage the payroll
  team.
  
• Establish effective payroll
  processes, controls, and standard operating procedures.
  
• Ensure proper checks and
  balances to minimize payroll errors.
  
• Train team members and
  improve operational efficiency.
  
• Drive payroll automation and
  process improvements.
  

Required Skills & Qualifications

• Bachelor's degree in
  Commerce, Finance, Accounting, or a related field.
  
• 2–5 years of experience in
  payroll management, preferably in the staffing or contract manpower
  industry.
  
• Strong knowledge of
  high-volume payroll processing.
  
• Hands-on experience managing
  payroll for 1,000+ employees (preferred).
  
• Excellent knowledge of
  Indian statutory compliance and labour laws.
  
• Experience with payroll
  software, HRMS, and advanced MS Excel.
  
• Strong understanding of
  client billing and payroll cost reconciliation.
  
• Excellent analytical,
  communication, and leadership skills.
  
• Ability to manage multiple
  client accounts and payroll deadlines simultaneously.
  

Preferred Industry Background

Candidates
from the following industries will be preferred:

• Contract Staffing
  
• Recruitment & Manpower
  Outsourcing
  
• Facility Management
  
• Security Services
  
• IT Staffing
  
• Workforce Management
  
• Payroll Outsourcing / PEO
  Services
  

Key Performance Indicators (KPIs)

• 100% timely payroll
  processing and salary disbursement.
  
• Payroll accuracy and minimum
  payroll discrepancies.
  
• Timely statutory payments
  and compliance filings.
  
• Accurate employee attendance
  and salary reconciliation.
  
• Timely resolution of
  employee and client payroll queries.
  
• Successful completion of
  payroll audits.
  
• Efficient management of
  payroll costs and team productivity.
  

Ideal
Candidate Profile: A
hands-on Payroll Manager who has managed large-scale contract staffing payroll
operations, handled multiple client accounts, possesses strong statutory
compliance knowledge, and can independently manage the complete payroll
function from attendance validation to salary disbursement and statutory
reporting.