Time Office Executive

Kirby Building Systems, LLC; Panchmahal District; On-site; INR 469,000 - 692,000; Full time

Job summary

Kirby Building Systems, LLC seeks a Time Office Executive (Contract Labor, Compliance & Manpower Sourcing) to oversee attendance, payroll inputs, and statutory compliance within SAP. You will coordinate manpower with plant managers to ensure production continuity.

Core duties include SAP Time Management, contractor bill verification, salary oversight for contract workers, and audit readiness for PF, ESIC, PT and LWF.

Qualifications

• Extensive experience managing large-scale contract labor operations.
• Hands-on SAP ERP experience, especially Time Management and Payroll.
• Strong knowledge of factory acts and contract labor compliance.

Responsibilities

• Coordinate manpower feeding and sourcing to meet daily demand.
• Update attendance, shift rosters and payroll inputs in SAP.
• Verify contractor invoices against SAP attendance data.
• Audit contractor salary disbursements for accuracy and timeliness.
• Maintain PF, ESIC, PT and LWF records for all workers.
• Evaluate contractor performance and ensure compliance.
• Maintain SAP master data for temporary/contract labor.
• Prepare audit-ready compliance reports and attendance logs.

Skills

Manpower allocation

Demand forecasting

Crisis management

Vendor negotiation

Time office operations

Contract labor management

Tools

SAP ERP

Job description

Job Title: Time Office Executive (Contract Labor, Compliance & Manpower Sourcing)

Department: Human Resources / Plant Administration

Systems Required: SAP ERP (HCM / Time Management Module)

Job Purpose

The Time Office Executive manages the end-to-end attendance, billing, and statutory compliance for contract workmen and vendors within the SAP system. Additionally, this role acts as the primary coordinator for manpower feeding, ensuring the plant is continuously and adequately staffed by aligning vendor supplies with daily operational and production requirements.

Key Responsibilities

• Manpower Feeding & Sourcing: Coordinate closely with plant floor managers and department heads to assess daily manpower demands; proactively direct contractors and vendors to supply/feed the required number of workmen to prevent production downtime.
• SAP Time & Payroll Management: Update, manage, and process daily attendance, shift rosters, and payroll inputs for internal workmen directly within the SAP system.
• Contractor Bill Verification: Review, verify, and reconcile monthly invoices and service entry sheets (SES) submitted by external contractors against actual SAP-recorded attendance data.
• Contractual Salary Oversight: Audit and monitor the salary disbursements of contract workmen to ensure contractors are paying their laborers correctly and on time.
• Statutory Compliance Audit: Verify and maintain records of all statutory deductions including PF (Provident Fund), ESIC, Professional Tax, and LWF for both internal and contractor workforces.
• Vendor & Supply Management: Evaluate contractor performance based on their capability to meet headcount requests, compliance standards, and timely salary payouts.
• SAP Master Data Maintenance: Ensure accurate onboarding, allocation of contractor codes, and master data updates for all temporary and contract labor in SAP.
• Audit Readiness: Prepare compliance reports, challans, and attendance logs for internal, external, and government labor department audits.

Required Qualifications & Skills

• Experience: 36 years of experience managing large-scale contract labor force operations, time office systems, and plant-level manpower allocation.
• Technical Expertise: Hands-on experience working with SAP ERP (specifically Time Management, Payroll, or Vendor Invoice Management modules) is mandatory.
• Core Competencies: Excellent demand forecasting skills, crisis management (handling sudden labor shortages), and strong negotiation skills with vendors.
• Domain Knowledge: Strong understanding of factory acts, contract labor laws, minimum wages, and statutory components (PF, ESIC).