Payroll Specialist

About the Role

We seek a meticulous and seasoned Payroll Specialist with at least five years of payroll experience, especially within organizations that operate multiple entities. Experience in retail, food & beverage, or other fast-paced sectors is highly advantageous. This role demands ownership of the complete payroll lifecycle, ensuring timely, precise, and compliant processing.

Key Responsibilities

• Oversee the complete monthly payroll process across various entities and divisions.
• Gather, validate, and consolidate payroll inputs such as attendance, overtime, leaves, deductions, incentives, commissions, and allowances.
• Collaborate closely with HR Coordinators from different locations, departments, and units to secure accurate, punctual payroll input.
• Conduct detailed reviews of attendance and employee data to detect and correct inconsistencies before payroll runs.
• Execute payroll processing within multiple HRMS/payroll software, ensuring precise data entry and thorough reconciliations.
• Prepare payroll manually using Excel with complex calculations if automated systems are unavailable.
• Develop and maintain Excel trackers, reports, reconciliations, and payroll documentation.
• Perform in-depth payroll validations and audits prior to final submission, aiming for zero errors.
• Reconcile payroll outputs against employee master data and historic payroll results, investigating discrepancies comprehensively.
• Maintain meticulous payroll records along with supporting documentation.
• Partner with HR and Finance teams to address payroll inquiries, adjustments, and reconciliations efficiently.
• Address employee payroll questions courteously, ensuring prompt resolutions.
• Safeguard confidentiality of employee salary and personal information at all times.
• Assist with payroll-related reporting, audits, and cross-departmental requirements.
• Continuously identify and implement improvements to enhance payroll accuracy, efficiency, and internal controls.

Qualifications & Experience

• At least 5 years’ direct experience in managing payroll functions.
• Proven ability to handle payroll in multi-entity organizations.
• Preferred background in retail, F&B, hospitality, or similarly high-volume environments.
• Competent with various HRMS and payroll systems; experience across multiple platforms is advantageous.
• Advanced proficiency in Excel, including proficiency with formulas, lookups, pivot tables, data validation, and reconciliation techniques.
• Strong command over payroll computations with ability to execute manual payroll preparations accurately in Excel.
• Exceptional attention to detail, focused on accuracy and minimizing errors.
• Excellent analytical and reconciliation capabilities.
• Capability to work efficiently with large datasets under tight payroll deadlines.
• Effective coordination skills, especially in multi-stakeholder environments.
• Maintains discretion and confidentiality rigorously.
• Good communication and organizational skills enabling smooth workflow integration.

Core Competencies

• Meticulous attention to detail
• Ensuring payroll accuracy and control
• High-level Excel skillset
• Strong analytical and reconciliation aptitude
• Expertise in HRMS platforms
• Multi-entity payroll management capability
• Excellent coordination and follow-up practices
• Maintaining confidentiality and ethical standards
• Effective time management and adherence to deadlines
• Problem-solving abilities oriented towards payroll challenges