Payroll Specialist

Role Overview

As a Payroll Specialist based in India and reporting to the Payroll Manager, APJ, you will be responsible for managing end-to-end monthly payroll operations and statutory filings for employees across India, Australia (NSW/VIC), and Japan. This includes ensuring ongoing compliance, monitoring controls, and overseeing external vendors within the regional governance framework. Collaboration with a counterpart in Malaysia who covers other APJ markets will be essential for backup and mutual support.

Key Responsibilities

• Manage comprehensive monthly payroll processing activities such as onboarding, terminations, transfers, and mid-cycle modifications for employees across the specified markets.
• Verify accuracy of payroll inputs from HR and local operations, including attendance, leave, bonuses, commissions, benefits, and one-time payments before payroll execution.
• Execute payroll calculations using payroll systems or vendor platforms and perform pre-payment reconciliation to validate data integrity.
• Coordinate with in-country payroll vendors, like ADP, to adhere to monthly payroll schedules.
• Submit bank files for payroll disbursements and provide general ledger files for accounting postings.
• Investigate and resolve discrepancies, employee inquiries, and payment issues promptly.
• Prepare payroll reconciliation and variance reports monthly for management review.
• Support preparation and filing of annual employee salary income tax returns/statements such as Form 16 and 24Q in India, Single Touch Payroll reports in Australia, and year-end tax adjustments in Japan.
• Calculate and process all statutory payments including Provident Fund, ESI, Professional Tax, Gratuity, Superannuation, PAYG withholding, Shakai Hoken, and others as applicable per country.
• Maintain compliance with local payroll laws, stay updated on legislative changes, and collaborate with tax/legal advisors and finance teams for validation.
• Apply governance and control frameworks, manage risk registers, support audits, and ensure adherence to approvals and segregation of duties.
• Manage relationships with payroll vendors and internal stakeholders, escalating issues as necessary.
• Maintain detailed payroll documentation, statutory filing calendars, and compliance reports.
• Drive continuous improvements through standardization and automation, support payroll system implementations, and train local teams on statutory updates.
• Provide backup support for payroll processes in Malaysia, Singapore, Vietnam, Hong Kong, and Indonesia as needed without disruption.
• Handle employee payroll queries and coordinate with HR and Finance for payroll input and reporting.

Candidate Profile

• Minimum 3 to 5 years of direct payroll processing experience across India, Australia (NSW/VIC), and Japan.
• Demonstrated experience with annual salary tax returns and statutory compliance-focused payroll work beyond basic processing.
• Proven capability managing payroll vendors across multiple jurisdictions.
• Strong understanding of statutory payroll regulations in all covered markets and familiarity with control environments such as SOX/SOC 2.
• Familiarity with payroll software platforms like ADP and Workday or local systems.
• Exceptional attention to detail, numerical reconciliation, and analytical skills.
• Advanced proficiency in Microsoft Excel and Word, with data entry expertise.
• Strong organizational, communication, and problem-solving skills, able to translate complex statutory requirements for diverse audiences.
• Ability to work independently and collaboratively, maintain composure under deadlines, and manage stakeholders over multiple time zones.
• Bachelor's degree in Commerce, Finance, Accounting, HR, or related field; payroll or tax certification preferred.
• Fluency in English is mandatory.

Performance Goals

• Ensure 100% timely and accurate monthly payroll processing and statutory filings across all covered markets.
• Achieve zero late penalties on statutory payments.
• Maintain zero significant audit findings related to statutory compliance.
• Keep comprehensive governance documentation and reduce open risk register items quarterly.
• Resolve payroll queries within agreed service level agreements.