Job Description

About the Opportunity

We’re looking for a sharp, reliable and highly detail-oriented Payroll Specialist to join a growing team.

This opportunity is ideal for someone with payroll and administrative experience who is quick to learn, works efficiently and takes pride in getting things right. While previous payroll experience is important, the client is not necessarily looking for someone with extensive years of experience. They value intelligence, a strong work ethic, attention to detail and the ability to pick up new systems and processes quickly.

The successful candidate will be responsible for supporting payroll operations and related administrative tasks, ensuring information is accurate, deadlines are met and payroll activities are handled efficiently.

We’re looking for someone who takes initiative, communicates confidently in English and can work independently while maintaining a high standard of accuracy and professionalism.

Requirements

Key Responsibilities

1. Payroll Processing

• Assist with preparing, processing and maintaining payroll information accurately and on time.
• Review payroll data to ensure employee information, hours, deductions and other relevant details are correct.
• Identify discrepancies or missing information and follow up to resolve them before payroll is finalised.
• Maintain accurate payroll records and supporting documentation.
• Handle payroll-related information with confidentiality and professionalism.

2. Payroll Administration

• Maintain and update employee payroll records and relevant administrative documentation.
• Assist with managing employee reimbursements, paid time off (PTO) balances, benefits information and payroll deductions, as applicable.
• Support the administration of health insurance benefits and 401(k) contributions, where required.
• Ensure payroll information is organised, complete and readily accessible.
• Assist with other payroll and administrative tasks as needed.

3. Accuracy and Quality Control

• Check payroll information carefully to minimise errors and ensure data integrity.
• Follow established processes and verify information before making updates or submitting payroll.
• Investigate inconsistencies and escalate issues when necessary.
• Meet payroll deadlines while maintaining a high level of accuracy.
• Take ownership of assigned tasks and ensure all work is completed correctly.

4. Systems and Process Learning

• Learn the client's payroll systems, tools and internal processes quickly.
• Adapt to new software and workflows with minimal ongoing supervision.
• Follow established procedures while identifying opportunities to improve efficiency.
• Ask thoughtful questions when clarification is needed and apply feedback quickly.
• Demonstrate initiative in learning new responsibilities and supporting the wider team.

5. Communication and Team Support

• Communicate clearly and professionally with employees and relevant stakeholders regarding payroll and administrative matters.
• Follow up promptly when information is missing or clarification is required.
• Provide updates on outstanding tasks and flag potential issues before they affect deadlines.
• Collaborate effectively with the wider team to ensure payroll and administrative processes run smoothly.

Minimum Requirements

• Previous experience in payroll processing or payroll administration.
• Previous administrative experience.
• Exceptional attention to detail and accuracy.
• Strong computer literacy and confidence working with digital systems.
• Ability to learn new software, processes and responsibilities quickly.
• Excellent verbal and written English communication skills.
• Clear, confident and professional communication when speaking with employees and stakeholders.
• Strong organisational and time-management skills.
• Ability to work quickly and efficiently without compromising accuracy.
• A strong work ethic, reliability and accountability.
• Ability to handle confidential employee and payroll information responsibly.
• Comfortable working independently and meeting deadlines in a remote environment.

Preferred Personality Traits

• Intelligent, sharp and quick-thinking.
• A fast learner who can pick up new processes with minimal guidance.
• Highly detail-oriented and methodical.
• Hardworking, dependable and proactive.
• Efficient and comfortable working at a fast pace.
• A confident communicator who is comfortable asking questions and clarifying information.
• Positive, adaptable and open to feedback.
• Someone who takes ownership of their work and follows tasks through to completion.

Candidate Fit

The ideal candidate is someone with a foundation in payroll and administration who combines speed with accuracy. They do not need to be a senior payroll expert, but they must demonstrate strong potential, a willingness to learn and the ability to become productive quickly.

We are particularly interested in candidates who can demonstrate:

• A strong track record of accurate administrative work.
• Experience handling payroll information or supporting payroll processes.
• The ability to learn unfamiliar systems and procedures quickly.
• Excellent communication skills and professional spoken English.
• A consistent work ethic and a dependable approach to deadlines.
• The ability to manage repetitive, detail-sensitive tasks without losing focus.

Candidates with strong administrative backgrounds and some payroll exposure may be suitable, provided they demonstrate the required accuracy, learning ability and work ethic.

What Success Looks Like

Payroll information is processed accurately and within established deadlines.

Employee records and payroll documentation remain organised and up to date.

Errors and discrepancies are identified and addressed promptly.

The candidate learns the client's systems and processes quickly.

Communication is clear, timely and professional.

Tasks are completed efficiently with minimal repeated instruction.

The candidate demonstrates reliability, accountability and a strong commitment to quality.