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.