TIME OFFICER @ Essa Automotive Manufacturing

Job Summary

The Time Officer owns attendance, shift timing, overtime and leave records for all factory and office staff at Essa Automotive Manufacturing (Pvt) Ltd, Karachi, and delivers a clean, verified payroll input every month. The role reports to the HR/Admin Manager and sits at the factory gate office. One person, full-time, six-day week on the morning shift with gate presence at every shift change.

Roles And Responsibilities:

Attendance and timekeeping

• Operate the biometric/attendance system; register new joiners and remove leavers the same day.
• Record manual in/out for missed punches with supervisor sign-off; no unsigned corrections.
• Maintain the daily attendance register by department and shift; close it by 10:00 the next working day.
• Track late arrivals and early departures; apply the company late-coming rule consistently.

Shifts and overtime

• Hold the shift roster for all departments (Press Shop, Hydraulic, Air Filter, Spin-On, Rubber, Stores, Dispatch); update it on every change from Production.
• Record overtime only against a pre-approved overtime slip signed by the department head.
• Reconcile overtime hours to production output; flag any department whose overtime rises without matching output.

Leave and absence

• Maintain leave balances (casual, sick, annual, gazetted holidays) per employee under the Factories Act.
• Process leave applications, check balance and approval, and update the register the same day.
• Report unauthorised absence to HR and the department head daily.

Payroll input

• Prepare the monthly attendance summary: days worked, OT hours, leave taken, deductions for lates and absences.
• Hand it to Accounts by the 2nd working day of the month, signed by the Time Officer and HR Manager.
• Resolve employee attendance disputes within 2 working days, with the record to back it.

Gate and compliance

• Maintain the visitor and vehicle gate register; coordinate with security on staff movement during shift hours.
• Keep EOBI, SESSI and Factories Act attendance records audit-ready; support labour inspections and ISO 9001 audits.

Inward materials (gate inward register)

• Record every incoming material vehicle at the gate: date/time, supplier, vehicle number, challan/invoice number, item description and quantity as per challan.
• Issue a gate inward number on each challan; no material enters without one.
• Hand the stamped challan to Stores the same shift; Stores does the physical count and GRN, not the Time Officer.
• Daily: reconcile gate inward entries to Stores GRNs; flag any challan without a GRN by the next morning.
• Log outward vehicles (dispatch, returns, scrap) against a signed gate pass.

Reporting

• Daily: absentee and late list to department heads before 10:00.
• Weekly: overtime by department to Production and Director.
• Monthly: attendance, OT and leave summary to HR and Accounts.

Required Skills

Skills And Qualifications:

• Accuracy with numbers: attendance, OT and leave totals that tie out first time.
• Record discipline: registers, challans and gate passes kept complete, signed and audit-ready.
• Systems: biometric attendance software, Excel (VLOOKUP, pivot); Odoo Attendance within 60 days.
• Firmness and integrity: says no to unapproved OT and punch favours; reports absence without bias.
• Communication: clear daily reports in Urdu/basic English to department heads and Accounts.
• MICROSOFT EXCEL, OFFICE, BASICS