Senior Payroll Specialist (financial industry)

Duties and Responsibilities

Payroll Operations

• Coordinate monthly payroll processing for all locations through ADP.
• Accurately input employee data changes into the ADP payroll platform.
• Review and validate payroll calculations and outputs provided by ADP.
• Investigate and resolve payroll discrepancies and exceptions.
• Ensure accurate and timely payroll approvals and submissions.
• Act as the primary point of contact for payroll-related employee queries.
• Liaise with ADP, HR, Finance and country stakeholders to ensure smooth payroll operations.
• Maintain payroll records and supporting documentation in accordance with internal policies and regulatory requirements.
• Monitor service quality and performance of the payroll provider.

Finance Responsibilities

• Reconcile payroll data with Finance and General Ledger requirements.
• Prepare payroll journals and payroll-related financial reports.
• Support monthly, quarterly and annual financial closing activities.
• Support audits by providing payroll documentation, reconciliations and evidence.
• Partner with Finance to improve payroll controls and reporting accuracy.
• Analyse payroll trends and cost movements and provide explanations to stakeholders.

Tax & Legal Compliance

• Ensure payroll processes comply with applicable Dutch, Spanish, German and French payroll legislation.
• Interpret and apply payroll tax regulations, social security requirements and employment legislation.
• Provide guidance on payroll-related tax matters and complex employee situations.
• Assess payroll implications of changes in legislation and recommend implementation actions.
• Coordinate interactions with tax authorities, social security institutions and other government agencies.
• Support tax audits, payroll inspections and regulatory inquiries.
• Maintain up-to-date knowledge of legislative developments affecting payroll and international employees.
• Work with internal and external advisors to ensure ongoing compliance.

International & Expat Support

• Manage payroll coordination for expatriates, international assignees and cross-border employees.
• Support complex payroll cases involving foreign nationals, including a significant population of Japanese expatriates.
• Coordinate payroll treatment
• Review payroll implications of international mobility arrangements and advise HR and management accordingly.
• Coordinate with tax advisors and mobility providers to ensure accurate payroll reporting and withholding.
• Assist employees with payroll-related documentation and government requirements.

Project Management & Payroll Transformation

• Lead and support payroll transition projects as payroll activities are centralised into the Amsterdam office.
• Coordinate knowledge transfer activities from local country teams.
• Document payroll processes, workflows, controls and operating procedures.
• Develop and maintain process maps, work instructions and standard operating procedures (SOPs).
• Identify opportunities for process improvement, automation and standardisation.
• Participate in payroll system enhancements and implementation initiatives.
• Manage project plans, timelines, risks and stakeholder communications.
• Support change management activities and user adoption during payroll transformations.

Controls, Governance & Reporting

• Maintain a strong payroll control framework to ensure accuracy, compliance and risk mitigation.
• Perform payroll audits, validation checks and reconciliations.
• Develop, document and monitor key payroll controls.
• Ensure compliance with internal policies, governance standards and audit requirements.
• Prepare and distribute payroll reports, management information and compliance reports.
• Produce payroll metrics and key performance indicators (KPIs).
• Support internal and external audits.
• Identify risks, control deficiencies and improvement opportunities and implement corrective actions.