Payroll Specialist

Titled: Payroll Specialist

Reports to: Senior Finance Manager (Transactional Finance)

Role Purpose

The Payroll Specialist is responsible for managing and coordinating payroll operations across all countries in which the Group operates, including the US, Ireland, UK, Belgium, and multiple Employee of Record (EoR) arrangements globally.

Key Responsibilities

Payroll Management & Coordination

• Coordinate the end-to-end payroll cycle across all jurisdictions, ensuring timely and accurate submission to payroll providers.

• Maintain monthly payroll calendars with deadlines for each country.

• Collect, validate, and submit all relevant payroll data (new hires, terminations, salary changes, bonuses, overtime, benefits, etc.) to external providers.

• Act as the main liaison between HR, Finance, and outsourced payroll providers.

Compliance & Governance

• Ensure payroll is processed in compliance with local employment, tax, and social security laws in each jurisdiction.

• Keep abreast of changes in legislation that may affect payroll processes.

• Work with providers to ensure compliance with statutory reporting requirements (e.g., US W-2s, Ireland P60/P35, UK P11D, Belgian Dimona declarations).

Audit & Controls

• Maintain robust internal controls over payroll data and processing.

• Review payroll reports from providers for accuracy and completeness prior to approval.

• Prepare payroll reconciliations and resolve variances in a timely manner.

• Support internal and external audits by providing documentation and explanations.

Accounting & Reporting

• Prepare and post monthly payroll-related journals into the ERP (wages, taxes, benefits, pension, accruals).

• Reconcile payroll control accounts and investigate discrepancies.

• Prepare monthly payroll cost reports for Finance and HR.

• Ensure payroll costs are allocated to the correct cost centres and projects.

Benefits & Deductions Administration

• Coordinate with HR on the administration of benefits, deductions, and allowances.

• Validate employer and employee contributions for pension, health insurance, and other benefits.

Employee Experience

• Act as the first point of contact for employee payroll queries, liaising with payroll providers to resolve issues quickly.

• Provide clear communication to employees regarding payroll deadlines, changes, or issues.

EoR Arrangements

• Manage payroll coordination for employees engaged through Employer of Record providers in multiple countries.

• Review invoices and payroll breakdowns from EoR providers for accuracy.

• Ensure EoR payroll data integrates into group payroll reporting.

Experience & Qualifications

• 5+ years’ experience in payroll operations, preferably in a multi-country or international environment

• Proven experience coordinating outsourced payroll providers across multiple jurisdictions

• Strong understanding of payroll compliance, statutory reporting, and employment tax requirements

• Demonstrated ability to manage payroll calendars, deadlines, and high-volume data validation

• Experience supporting audits or compliance reviews related to payroll

• Strong stakeholder management experience working with HR, Finance, and external vendors

• Payroll certification or equivalent professional qualification