Executive HR- Time Office

Carryfast; Indore District; On-site; INR 300,000 - 450,000; Full time

Job summary

Carryfast is seeking a meticulous Time Office/Attendance Specialist to manage attendance, shift and manpower records for both on-roll and off-roll employees. The role requires coordinating with Payroll, HR, Administration and contract labour teams to ensure accurate processing.

Responsibilities include maintaining HRMS data, handling OT and leave records, and ensuring compliance with company policies and statutory requirements. A strong focus on data accuracy and confidentiality is essential.

Qualifications

• Experience in attendance and time-office management.
• Knowledge of HRMS/biometric attendance systems.
• Proficiency in MS Excel and attendance MIS.
• Good understanding of shift, leave, overtime, and payroll processes.
• Ability to handle confidential employee information with integrity.

Responsibilities

• Manage daily attendance for on-roll and off-roll employees.
• Monitor attendance through biometric/RFID/attendance systems.
• Reconcile in-time/out-time, late arrivals and missing punches.
• Prepare daily attendance reports and highlight irregularities.
• Coordinate with payroll, HR, admin and contractors for attendance data.
• Maintain attendance records and ensure data accuracy.

Skills

Time Office & Attendance Management

HRMS/biometric systems

MS Excel

Payroll knowledge

Attention to detail

Communication skills

Job description

Job Purpose

To manage and maintain the complete attendance, time office, shift, leave and manpower records of both on-roll and off-roll employees, ensuring accurate and timely attendance processing, compliance with company policies, and coordination with Payroll, HR, Administration and Contract Labour teams.

Key Responsibilities

1. Attendance & Time Office Management

• Manage daily attendance for on-roll and off-roll employees.
• Monitor attendance through biometric/RFID/attendance management systems.
• Check and reconcile in-time, out-time, late coming, early leaving and missing punches.
• Prepare daily attendance reports and highlight irregularities to the concerned department.
• Ensure timely correction of attendance discrepancies after proper authorization.
• Maintain attendance records and ensure data accuracy.

2. Shift & Manpower Management

• Maintain employee shift schedules, weekly offs and shift changes.
• Coordinate with department supervisors for shift allocation and manpower deployment.
• Track absenteeism, late coming and unauthorized absence.
• Prepare daily manpower/attendance status reports for management.
• Monitor attendance of contract/temporary/workmen manpower deployed through contractors.

3. Leave & Overtime Management

• Maintain employee leave records and update the HRMS/attendance system.
• Verify leave applications against attendance records and company policy.
• Process and maintain overtime (OT) records after obtaining required approvals.
• Coordinate with respective departments for OT authorization and discrepancies.
• Maintain records of compensatory off, weekly-off working and holiday working, wherever applicable.

4. On-Roll & Off-Roll Employee Records

• Maintain accurate attendance and time-office records for:
  • Permanent/on-roll employees
  • Contract/off-roll employees
  • Temporary employees
  • Trainees/apprentices, wherever applicable
• Coordinate with contractors regarding deployment, attendance, absenteeism and manpower records.
• Reconcile contractor attendance with company records before submission for payroll/billing purposes.

5. Payroll Support

• Provide accurate monthly attendance inputs to Payroll/HR.
• Prepare and verify attendance-related inputs such as:
  • Paid days
  • Loss of pay (LOP)
  • Leave
  • Overtime
  • Weekly-off/holiday working
  • Absence
  • Late/early attendance adjustments
• Support monthly payroll closure and resolve attendance-related payroll queries.

6. Compliance & Documentation

• Maintain proper documentation and records related to attendance and working hours.
• Ensure time-office practices are aligned with applicable company policies and statutory requirements.
• Support HR audits, internal audits and statutory inspections by providing required attendance/time records.
• Maintain confidentiality of employee attendance and personal information.

7. HRMS / Attendance System

• Ensure timely and accurate updating of employee attendance data in HRMS/time-office software.
• Coordinate with IT/HRMS vendors for system-related issues.
• Generate regular attendance and manpower reports.
• Maintain employee master data related to shifts, departments, locations and attendance categories.

8. Employee & Department Coordination

• Respond to employee queries related to attendance, leave, shifts, punches and salary-related attendance issues.
• Coordinate with department heads, supervisors, security, contractors and payroll team.
• Communicate attendance rules and time-office procedures to employees and contract manpower.

Daily / Weekly / Monthly Activities

Daily:

• Check attendance and missing punches.
• Monitor absenteeism and late coming.
• Update shift changes and attendance corrections.
• Prepare daily manpower/attendance reports.
• Coordinate with departments and contractors.

Weekly:

• Review attendance irregularities.
• Reconcile contract manpower attendance.
• Review overtime and weekly-off working.
• Share attendance MIS with HR/management.

Monthly:

• Close attendance cycle within defined timelines.
• Verify leave, LOP and OT.
• Prepare payroll attendance inputs.
• Reconcile on-roll and off-roll manpower records.
• Maintain monthly attendance reports and documentation.

Key Skills & Competencies

• Good knowledge of Time Office & Attendance Management.
• Working knowledge of HRMS/biometric attendance systems.
• Good understanding of shifts, weekly offs, leave and overtime processes.
• Basic knowledge of payroll and statutory HR processes.
• Good knowledge of MS Excel and attendance MIS.
• Strong coordination and communication skills.
• Attention to detail and accuracy.
• Ability to handle confidential employee information.
• Ability to manage large employee populations and multiple shifts.

Key Performance Indicators (KPIs)

• Attendance accuracy and timely closure.
• Accuracy of payroll attendance inputs.
• Timely resolution of attendance discrepancies.
• Accuracy of OT and leave records.
• Timely submission of attendance/MIS reports.
• Reconciliation accuracy of contractor/off-roll manpower.
• Compliance with time-office procedures.
• Reduction in attendance-related payroll complaints.

Authority & Accountability

The Executive HR / Time Office will be accountable for the accuracy, confidentiality and timely processing of attendance and time-office data for all on-roll and off-roll employees, while ensuring proper coordination with concerned departments, contractors and Payroll.