Website:
kloudspot.ai
Job details:
About the job
Location: Bangalore, Karnataka
Employment Type: Full-Time
Department: Human Resources
Reports To: Director / Management
Experience: 3+ years
Preferred Industry: Technology / SaaS / IT Services
1. Position Overview
We are looking for an experienced HR & Payroll Manager / HR Operations Manager to independently manage day-to-day HR operations, payroll coordination, employee lifecycle processes, statutory compliance coordination, employee benefits, attendance and leave management, and HR documentation.
The ideal candidate should have hands-on HR operations experience in a technology or growing organization and be comfortable coordinating with employees, management, payroll vendors, statutory consultants, insurance providers, banks, auditors, and other external stakeholders.
The role requires strong ownership, accuracy, confidentiality, and compliance awareness, particularly when handling employee, payroll, financial, and statutory information.
2. Key Responsibilities
A. Payroll Management
- Own the end-to-end monthly payroll process with the payroll team/vendor.
- Collect, validate, and consolidate payroll inputs including new joiners, exits/F&F settlements, salary revisions, bonuses, incentives, leave/attendance, loss of pay, deductions, reimbursements, and other adjustments.
- Review payroll registers and validate salary calculations before processing.
- Coordinate salary disbursement within agreed timelines.
- Handle payroll queries and resolve discrepancies.
- Coordinate income-tax calculations, Form 16, investment declarations, and employee tax requirements.
- Maintain payroll records and documentation.
B. HR Operations
- Manage day-to-day HR operations and the complete employee lifecycle.
- Handle onboarding, documentation, induction, transfers, promotions, and exits.
- Maintain accurate and confidential employee records.
- Issue HR letters, certificates, employment documents, and other HR correspondence.
- Ensure HR processes comply with company policies and applicable regulations.
- Act as the primary HR point of contact for employees.
C. Leave & Attendance
- Manage attendance and leave through greytHR or equivalent HRMS.
- Monitor attendance, leave balances, loss of pay, and payroll inputs.
- Maintain leave and attendance policies and approval workflows.
- Coordinate with reporting managers/leads.
- Provide accurate attendance data to payroll every month.
D. Employee Reimbursements
- Manage reimbursements from submission through approval and payment.
- Validate claims against company policies.
- Coordinate payment processing with finance/accounting.
- Maintain reimbursement records and trackers.
- Address employee queries regarding reimbursement status and eligibility.
E. Corporate Credit Cards
- Coordinate corporate card expense settlement and documentation.
- Collect invoices and expense statements.
- Ensure expenses are approved and properly accounted for.
- Maintain card settlement trackers and coordinate reconciliation/payment with finance.
F. Employee Insurance & Benefits
- Manage group medical, accident, life insurance, and other employee benefit programs.
- Coordinate employee additions, deletions, policy changes, claims, queries, and renewals with insurers/TPAs.
- Ensure timely enrollment of new employees and removal of exiting employees.
- Act as the primary HR contact for insurance support.
- Maintain accurate insurance records.
G. EPF & Statutory Compliance
- Coordinate and monitor:
- EPF/PF onboarding, registration, and monthly compliance.
- Employee exits and last-working-day updates.
- PF transfer/withdrawal support.
- Professional Tax coordination.
- TDS/payroll tax coordination.
- Other applicable employment-related statutory requirements.
- Coordinate with external statutory consultants or finance teams wherever specialist support is required.
H. GST / TDS / Professional Tax Coordination
- Coordinate with finance, payroll consultants, and management on statutory matters.
- Track deadlines for TDS, Professional Tax, GST-related HR/payroll activities, and other applicable obligations.
- Maintain compliance trackers and supporting documents.
- Escalate pending or overdue matters to management.
I. Bank & Payment Coordination
- Coordinate with authorized finance personnel for salary, reimbursement, vendor, and other approved payments.
- Act as an authorized banking transaction initiator where formally assigned.
- Maintain payment documentation and approval trails.
- Coordinate bank-access changes, user creation/removal, and authorization changes.
- Perform banking activities strictly within authorized access and approval limits.
- Note: The role does not independently authorize payments unless specifically delegated by authorized company signatories.
J. Vendor Invoice & Payment Tracking
- Receive and validate HR-related vendor invoices.
- Coordinate approvals with relevant stakeholders.
- Maintain invoice and payment trackers.
- Follow up on pending invoices/payments and coordinate timely settlement with finance.
- Maintain supporting documentation.
K. ISO 27001 / SOC 2 HR Documentation
- Maintain HR documentation required for ISO 27001, SOC 2, and other audits.
- Maintain employee policies, records, acknowledgements, training records, access documentation, and compliance evidence.
- Coordinate with internal/external auditors.
- Ensure confidential information is accessible only to authorized personnel.
- Maintain document version control and audit trails.
L. Employee Payroll, Tax & HR Grievances
- Act as the first point of contact for HR and payroll queries.
- Handle concerns related to salary, deductions, income tax, PF, Professional Tax, reimbursements, leave/attendance, insurance, and full & final settlement.
- Investigate discrepancies and coordinate with payroll, finance, and consultants.
- Maintain grievance and resolution records.
3. Employee Lifecycle Management
- Joining
- Offer and appointment documentation
- Background verification coordination
- Employee documentation and HRMS creation
- PF and insurance onboarding
- Induction and onboarding
- During Employment
- Employee records
- Attendance and leave
- Payroll coordination
- Performance-cycle administration
- Employee benefits and HR policies
- Employee engagement and grievance management
- Exit
- Resignation and separation documentation
- Notice-period tracking
- Leave and attendance closure
- Payroll inputs and full & final settlement coordination
- PF exit formalities and insurance deletion
- HRMS closure
- Exit, experience, and relieving documentation
4. Confidentiality & Information Security
- The candidate will handle sensitive employee and company information and must maintain strict confidentiality.
- This includes:
- Salary and payroll data
- Income-tax information
- Bank/payment information
- Employee personal and insurance information
- HR, compliance, and audit documentation
- Management information
- Access to confidential management, financial, legal, or strategic information must be limited to information required for authorized responsibilities. The candidate must comply with company confidentiality, information-security, data-protection, and access-control policies.
5. HR Systems & Tools
- Hands-on experience with HRMS/payroll systems is required.
- Preferred:
- greytHR
- Excel / Google Sheets
- Payroll platforms
- EPFO portal
- Income-tax/TDS systems
- Insurance/TPA portals
- Banking/payment platforms
- Document management systems
- HRMS implementation or migration experience is an advantage.
6. Required Experience & Qualifications
- Bachelor's degree in HR, Business Administration, Commerce, or related field.
- MBA/PGDM in HR preferred.
- 3+ years of relevant HR operations experience.
- Experience independently managing HR operations in an IT/SaaS/startup environment preferred.
- Strong hands-on payroll and employee lifecycle management experience.
- Experience coordinating statutory compliance with external consultants.
- Experience managing employee insurance and TPA coordination.
- Experience with HRMS/payroll systems such as greytHR.
7. Key Skills
- HR operations and payroll management
- Employee lifecycle management
- Labour/statutory compliance coordination
- EPF/PF and TDS/payroll tax processes
- Professional Tax
- Employee insurance administration
- Leave and attendance management
- Employee grievance handling
- HR documentation and audit readiness
- ISO 27001 / SOC 2 documentation
- Vendor coordination
- Excellent Excel/Google Sheets skills
- Strong communication and attention to detail
- Confidentiality and integrity
- Ability to work independently
8. Preferred Candidate Profile
- The ideal candidate should be capable of independently owning HR operations rather than performing only administrative activities.
- The candidate should be able to:
- Run monthly payroll independently.
- Manage employee HR operations end-to-end.
- Coordinate with payroll and statutory consultants.
- Manage EPF and employee statutory processes.
- Manage employee insurance and TPA relationships.
- Operate and administer greytHR.
- Coordinate reimbursements and corporate card settlements.
- Maintain HR and compliance trackers.
- Support ISO 27001/SOC 2 audits.
- Coordinate with finance and management on payroll and statutory matters.
- Handle employee grievances professionally.
- Take ownership of HR processes during a transition period.
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