SONALI PANDEY

• Strategic Planning: work closely with the business leaders and help them implement the business strategy from a people perspective.
• Handling the complete Employee Life Cycle Management of On-Roll & Contractual Staff as per the SOP framework.
• Preparing various HR letters/documents/certificates/offers as per requirement.
• Taking care of Onboarding process management for full time & temporary employees.
• Collaborating with multiple teams within and outside of HR function for data reporting.
• Policies creation, maintenance and update on periodic basis and communicating and explaining the organization's HR policies to the employees.
• ADP HRIS Data base management: To maintain up-to-date information on compensation, mapping updating & organizational changes, etc.
• Own Employee records, HRIS & other tools - Suggest improvements to existing modules and deploy fixes for operational modules and processes.
• Create & support the company dashboard, various reports and analysis that will be required for Internal external audits.
• Change Management: facilitate discussions around change and transformation. Identify in advance where and when change management will be needed and proactively participate in developing plans.
• Manage complex employee relations issues. Conduct thorough investigation and offering effective solutions.
• Coaching about HR issues: Provide advice, guidance, direction, and consultative services to the functional leaders on people-related matters.
• Leave and Attendance Management: Resolving various queries of employees (New Hires, Existing & Exit Employees).
• Supporting Payroll & Benefit Advisor for Payroll for full time employees, contractual employees, i.e., reviewing their documentation, providing inputs and, also handling systems access creation etc.
• Act as a point of contact for employees and provide support for various subjects such as leaves, compensations, and resolve problems.
• Employee Relations: Works with Department managers/HOD to resolve complex employee issues. Supports building of managerial people capability so that employee relations issues can be prevented.
• Managing employee communication collaborating with multiple teams within and outside of HR function for data reporting.
• Exit Process Management i.e., End to End off boarding process.
• Liaise with third party vendors and employees to resolve queries/manage escalations.

• Run all HR Operations and ensure consistent and effective implementation of HR processes. Keep overall control of the human resource function comprising of Hiring, On Boarding Process, Processing Payroll, Separation.
• Responsible for preparing or updating employee database related to hiring, transferring, promoting, and terminating in SPINE Software.
• Execute the monthly Attendance & payroll on SPINE software along with data integrity.
• To ensure the organization's compensation and benefits packages comply with statutory and regulatory requirements, such as minimum salaries as per the state act.
• Handling HR Audit queries & also worked for ISO Certification closely as a Management Representative (MR) for ISO 9001:2015.
• Implement and manage employee insurance program in co-ordination with third party service provider.
• Responsible for maintaining data integrity in the HRIS system for benefits information.
• To liaise & manage third-party labour consultants to ensure timely compliance for site technicians.
• End to end management of HR Statutory Compliance & ensuring adherences to necessary compliances across the site locations.
• Provide on-going daily support for employees & resolving employee grievances in a prompt manner and develop faith in employees towards the management.
• Assist in the communication, interpretation, and review & upkeep of employee handbook & update organization chart on a timely basis and contributes to the development of HR Policies.

Induction & Orientation:

• Ensuring smooth Joining formalities; preparation of the induction and orientation schedule, conducting the induction for new hires.
• Preparing offer letter, employment contract and job descriptions, completing joining Formalities and documentation.
• Maintaining personal documents (files) of the individuals.

Attendance & Leave Management:

• Handling entire process of Bio-Metric system to track & monitor the Attendance & leaves of all the Employees.
• Providing ESS Logins to all the Employees.
• Leave and attendance record maintaining in system, Payroll Inputs Maintenance of Personal Files.

Compensation & Benefits:

• Ensure that the compensation practices are in compliance with current legislation.
• Assisting in day to day matters with regards to payroll, incentives, bonus & keep a check on all labour records.
• Manpower costing & data analysis & preparing monthly reports.
• Liasoning with bank for salary account opening etc., informing bank authority of resigned & terminated employees.

Payroll Management:

• Handling monthly salary with coverage approx. 700 local and expats employees every month.
• To take responsibility for an assigned section of payroll & providing end to end Payroll related services.
• Timely salary payments of UTPL Local & Expats as per the statutory norms by ensuring the accuracy of payroll by carefully auditing and verifying deductions from wages.
• Preparing the various MIS report of Payroll data (New hires, Separations, Increments, Attrition etc).
• With regards to Income Tax, Investment Proof submission, data storage & checking during the year end.
• Maintaining employee confidence and protects payroll operations by keeping information confidential.
• Responds to inquiries such as employment verification from external Vendor / Organization. Coordinating for monthly Payroll reports & Local staff list with Malaysian HR team.
• Maintaining database in Scomi Rad system of all new joinees, transfer or promotion, location change & resigned employees.

Statutory Compliance:

• Looking after all the statutory compliances involving EPF, PT, MLWF & TDS etc. Preparing Monthly report of Provident Fund, Professional Tax & MLWF.
• Handling the statutory compliances like PF, ECR, UAN, PT, Gratuity and MLWF and maintaining the required document as per the act.
• With regards to Professional Tax monthly return filing, uploading & filling the details of E-Return Form IIIB and validating the file.
• Co-ordination with Insurance Company for the renewal of Workers compensation policy before due date.

Performance Management System:

• To execute the half and yearly PMS. Before commencement of half and yearly PMS, sending emails to employees on regular basis for reminder purpose.
• To share half yearly analysis on PMS with Business HR in Malaysia in support of HR Manager.
• Share PMS learning and chalk out clear action plans.

Employee Relation:

• Handling Employee grievances for Disciplinary issues, full and final issues, Salary Issues and Medical Issue by answering questions and requests & solving problems on time. Mentoring and counselling employees.
• To ensure that all the employee's (Self, Spouse, Children) are covered in Group Mediclaim Policy / Group Personal Accidental Policy.
• Handling entire insurance of the employees like Group Mediclaim floater & Accidental policy and settling their claims with help of Insurance Company & updating Addition & deletions list.
• Developed a system of regular Employee Engagement Activities like Birthdays and Festival themes celebrations & other weekly activities.

Exit interviews:

• Completing the full & final settlement related aspects with completion of PF (withdrawal / Transfer Forms) and leave salary as per the set guidelines with sensitivity.
• Processing of Full & Final Settlement within TAT.
• Conducting Exit interview of employees in line with HR Manager.

Recruitment & Selection:

• Ensuring the recruitment and selection process is followed.
• Creating Job Descriptions, advertising on job portals & newspapers, conducting interviews, and coordinating with Functional Heads for ensuring successful hiring.
• Salary negotiation with shortlisted employees and making them aware of the salary structure & policies the organization.

Payroll & HR Operations (Using Sensys Payroll Software):

• Calculation & Processing the salary of Sarjak and all other group companies.
• Timely processing of TDS with the guidelines of Tax compliances team and salary payments for Sarjak & other group companies as per the Sarjak policies and statutory norms.
• Ensuring that the statutory compliances in the areas of employee salaries, record management, returns, are filed as per due dates.
• Completing the full & final settlement related aspects as per the set guidelines with sensitivity.
• Processing the statutory compliances like PF, ESIC, PT, Gratuity and MLWF and maintaining the required document as per the act.
• Using the employee data base effectively to generate various MIS Reports such as leave records, attrition MIS, manpower planning reports, loans & advances status, etc.

Training & Development:

• Co-ordination & liaising with internal & external consultants on employees training needs & arranges training schedule for employees.
• Preparation of training calendar & preservation/ updating of the calendar from time to time.
• Evaluation the effectiveness of the respective training programs by obtaining feedback from employees.

Employee Relation & welfare activities:

• HR Events for employee welfare activities.
• Handling Employee grievances in regard to employee benefits activities.
• Activities related to Organizational Social Responsibilities.

Talent Acquisition:

• Handling Manpower Planning and doing recruitment from portals and professional website and preparing MIS report.
• Prepare Job Descriptions and specification.
• Run and evaluate selection processes including interviews. If selected, follow up until joining.

Joining and Induction:

• Bank account opening, ID card & visiting card coordination. Verification of documents and employment screening.
• Ensuring smooth "On-boarding experience of new Joinees" - Providing Joining Kit to employees, completion of joining formalities, induction, handholding etc.
• Prepare & Issue offer letters & Appointment Letters.

Time Office Management:

• Working on Time office management software & getting data from punching machine.
• Updating leave card on everyday basis.
• Leave and attendance record maintaining, Payroll Inputs Maintenance of Personal Files.

Training:

• On the job induction for new recruits for quick integration into their functions.
• Proper co-ordination with training institute for Training of employees.
• Identifying the training needs for teams from different departments in consultation with HODs.
• Organizing internal training programs and getting feedback from employees.

Performance Appraisal:

• Appraisal Process follow-up and co-ordination, preparation of increment plan and increment letters. Handled annual performance appraisal process.
• Prepare revised salary workout statement for approval & roll out salary revision letters accordingly. Facilitate the process of increments / promotions.

Payroll Management:

• Processing & managing payroll for all the employees and workers and independently coordinating with the bank for crediting of salaries.
• Preparing all the salary sheet & different MIS in Excel.
• Looking after calculation of Bonus, Earned Leave, Gratuity (Employees & workers). At the end of financial year, sending EL & Gratuity sheet for actuarial valuation.
• Handling Retainership salary also, i.e., looking after their retainership fees and their TDS part.

Statutory Compliance:

• Looking after all the statutory compliances involving EPF, ESI and Factories Act. Preparing Monthly Professional Tax, MLWF & ESIC Challan and submitted online and in the Bank.
• Submission Half Yearly E.S.I.C returns Online. Submission Full Yearly Professional Tax Returns Online. Co-ordinating for ESIC cards.

Employee Relation & Welfare Activities:

• Handling Employee grievances for Disciplinary issues, full and final issues, Salary Issues and Medical Issue.
• Involving employees by doing award ceremony and big party session at New Year.
• Preparing Birthday Calendar & Birthday celebration of Employees.
• Co-ordinating with Insurance broker and through direct Insurance Company for quotation and best price. Also handling Insurance of the employees like Group Mediclaim floater of all employees and workers and settling their claims with help of Insurance Company.

Exit interviews:

• Tracking and conveying feedback received during exit interviews for instituting systems to improve employee morale and motivation.
• Collect exit papers of the resigned employees, get them signed by authorized signatory & arrange for full & final settlements (it is including EL, Bonus & Gratuity etc.)
• Conduct one to one discussion with the separated resigned employee to find the issues, which would lead to the separation and provide appropriate feedback to the concerned person.