Payroll Executive

Department: Human Resources / Finance

Designation: Payroll Executive

Industry: Textile / Garment / Manufacturing

Location: Gurugram, Haryana

Reporting To: HR Manager / HR Head

Employment Type: Full-Time

Job SummaryWe are looking for a detail-oriented and responsible Payroll Executive to manage and support the end-to-end monthly payroll process for our textile manufacturing organization.

The role will be responsible for attendance and payroll data validation, salary processing, overtime, statutory deductions, employee records, payroll reconciliation, and resolving employee salary-related queries. The ideal candidate should have hands-on experience in payroll processing and a good understanding of statutory compliances such as PF, ESI, Professional Tax/LWF, TDS, Bonus, Gratuity, and applicable labour laws.

Experience in a textile, garment, manufacturing, or factory environment, particularly with both blue-collar and white-collar employees, will be preferred.

• Key Responsibilities1. Monthly Payroll ProcessingManage and coordinate the complete monthly payroll process.
• Collect and verify attendance, leave, overtime, incentives, deductions, and other payroll inputs.
• Ensure accurate and timely salary processing for all employees.
• Process payroll for both blue-collar and white-collar employees.
• Verify new joiners, resignations, full & final settlements, salary revisions, and other employee movements.
• Ensure payroll is processed within the defined monthly timeline.
• 2. Attendance, Leave & OvertimeVerify monthly attendance data before payroll processing.
• Check absenteeism, late coming, leave, half-days, and attendance discrepancies.
• Validate overtime hours based on approved overtime records.
• Coordinate with department heads and HR for attendance corrections and approvals.
• Ensure proper adjustment of leave balances and unpaid leave/LWP.
• Reconcile attendance records with payroll before final processing.
• 3. Payroll Reconciliation & AccuracyPerform detailed payroll checks before salary disbursement.
• Reconcile payroll with attendance, employee master data, and previous month's payroll.
• Identify and resolve discrepancies in salary calculations.
• Verify deductions, reimbursements, incentives, bonuses, overtime, and other variable components.
• Maintain payroll accuracy and minimize payroll errors.
• Prepare payroll summaries and variance reports for management approval.
• 4. Statutory ComplianceCalculate and process statutory deductions and contributions, including:
• Provident Fund (PF)
• Employee State Insurance (ESI)
• Labour Welfare Fund (LWF), where applicable
• Professional Tax, where applicable
• TDS and other applicable deductions
• Bonus and gratuity-related calculations
• Ensure timely preparation and submission of statutory payroll-related data.
• Coordinate with external consultants and compliance agencies where required.
• Maintain statutory payroll records and supporting documentation.
• Stay updated on changes in applicable labour and payroll regulations.
• 5. Employee Salary & Payroll QueriesAct as the primary point of contact for employee payroll-related queries.
• Resolve concerns related to salary, deductions, overtime, attendance, leave, PF, ESI, and payslips.
• Investigate salary discrepancies and provide appropriate explanations.
• Maintain confidentiality while handling employee compensation information.
• 6. Full & Final SettlementProcess Full & Final Settlements for exiting employees.
• Calculate salary payable, notice-period adjustments, leave encashment, deductions, recoveries, and other applicable components.
• Coordinate with HR and Finance to ensure timely settlement.
• Prepare and maintain F&F statements and supporting documentation.

7. Payroll Reports & MISPrepare and maintain regular payroll reports, including:

• Monthly payroll summary
• Salary register
• Attendance and overtime summary
• New joiner and exit reports
• Payroll variance report
• Department-wise payroll reports
• PF and ESI reports
• LWP/absence reports
• Deduction and recovery reports
• Full & Final settlement reports
• Salary reconciliation reports

Provide accurate payroll MIS to HR, Finance, and Management within the required timelines.

• 8. HRMS & Payroll SystemMaintain accurate employee master data in the HRMS/payroll system.
• Update salary structures, employee details, bank details, statutory information, and other payroll-related records.
• Identify system-related payroll issues and coordinate with HRMS vendors for resolution.
• Support HRMS/payroll system implementation, testing, and process improvements.
• Ensure appropriate access control and confidentiality of payroll information.
• 9. Employee Data & DocumentationMaintain accurate and confidential payroll records.
• Ensure employee bank details and statutory information are updated.
• Maintain salary structures, increments, deductions, and other compensation records.
• Ensure proper documentation of payroll approvals and changes.
• Maintain payroll records for audits and management reference.
• 10. Audit & Compliance SupportProvide payroll records and supporting documents for internal and statutory audits.
• Assist in resolving payroll-related audit observations.
• Ensure proper documentation and audit trails for salary processing.
• Coordinate with HR, Finance, and external consultants during compliance reviews.
• Required Skills & CompetenciesStrong knowledge of payroll processing and salary calculations.
• Good understanding of PF, ESI, LWF, TDS, bonus, gratuity, and applicable statutory requirements.
• Strong Excel skills, including VLOOKUP/XLOOKUP, Pivot Tables, SUMIF/SUMIFS, and basic data analysis.
• Experience working with HRMS/payroll software.
• Strong numerical and analytical skills.
• Excellent attention to detail and accuracy.
• Good reconciliation and problem-solving abilities.
• Strong communication and coordination skills.
• Ability to maintain confidentiality of sensitive employee and salary information.
• Ability to work under strict payroll deadlines.
• Good understanding of attendance, leave, overtime, and payroll processes.
• QualificationGraduate in Commerce, Business Administration, Human Resources, or a related discipline.
• B.Com/M.Com/MBA/PGDM will be preferred.
• Experience2–5 years of relevant experience in payroll processing.
• Experience in textile, garment, apparel, manufacturing, or factory environments will be preferred.
• Experience handling payroll for a large workforce, including blue-collar employees, will be an advantage.
• Candidates with hands-on experience in both HRMS and statutory payroll compliance will be preferred.
• Key Performance Indicators (KPIs)Payroll accuracy and timely processing
• Timely completion of statutory payroll activities
• Accuracy of attendance and overtime calculations
• Timely resolution of employee payroll queries
• Payroll reconciliation accuracy
• HRMS/data accuracy
• Timely completion of Full & Final Settlements
• Compliance with payroll-related statutory requirements
• Reduction in payroll errors and discrepancies

Ideal Candidate ProfileThe ideal candidate should be highly detail-oriented, process-driven, and comfortable working with large volumes of employee data. The candidate should have strong payroll knowledge, excellent Excel skills, and the ability to independently manage payroll activities within strict monthly deadlines.

Prior experience in a textile/garment manufacturing environment with both blue-collar and white-collar employeeswill be strongly preferred.