Senior Payroll Specialist– International (EMEA & APAC)

• Own the day-to-day end-to-end payroll process for employees across Poland, Singapore, the United Kingdom, Norway, Spain, and Sweden, partnering with in-country payroll providers and ADP Celergo and operating within the agreed governance and approval framework. Payroll scope includes base pay, commissions, bonuses, allowances, deductions, and other approved pay elements.
• Manage day-to-day relationships with ADP Celergo, assigned in-country payroll providers, and Employer of Record (EOR) providers; monitor delivery against agreed service levels; resolve operational issues; and escalate material service, compliance, contractual, or commercial concerns to the Global Payroll Manager.
• Maintain and monitor the international payroll calendar, including input deadlines, review dates, approval deadlines, funding dates, statutory payment dates, and year-end requirements.
• Prepare each payroll for approval, including a clear summary of material changes, exceptions, funding requirements, reconciliations, and identified risks, and obtain final approval from the Global Payroll Manager and other designated approvers before payroll or payment release.
• Operate in accordance with segregation-of-duties requirements so that no individual can independently prepare, approve, and release the same payroll or payment.
• Review and audit timesheets, attendance records, annual leave/PTO balances, and other country-specific inputs (e.g., UK statutory sick/maternity pay, Nordic parental leave, Spanish IRPF adjustments) to ensure accurate and compliant payment calculations prior to each payroll run.
• Coordinate and execute approved off-cycle payroll runs, retroactive pay adjustments, and manual payments across multiple countries and currencies, ensuring appropriate justification, review, approval, funding, and audit evidence.
• Oversee country-specific statutory deductions and employer obligations, including UK PAYE/National Insurance, Polish ZUS and PIT, Norwegian tax and folketrygd contributions, Spanish Seguridad Social and IRPF, Swedish tax and arbetsgivaravgifter, and Singapore CPF, in full compliance with applicable local laws.
• Coordinate payroll processing and reporting for RSU vesting, stock option exercises, and employee share purchase plan transactions for local and internationally mobile employees. Partner with Stock Administration, Legal, Global Mobility, and external tax advisers where cross-border tax treatment or specialist advice is required, and ensure timely payroll reporting and reconciliation.
• Support and monitor integrations and data flows between ADP Celergo, in-country payroll vendors, the general ledger, Workday HR, and benefits platforms, ensuring data integrity across multiple currencies, languages, and statutory calendars and escalating interface failures promptly.
• Manage payroll queries and escalations through the agreed case-management process, ensuring responses are accurate, appropriately documented, and delivered within established service-level expectations. Draft clear employee communications regarding payroll corrections, overpayments, underpayments, tax adjustments, and country-specific payroll matters, obtaining appropriate review for sensitive or material communications.

• Maintain strong international payroll knowledge, with direct operational expertise in several of the covered countries and the ability to develop knowledge of additional jurisdictions through collaboration with in-country providers and specialist advisers. Proactively identify legislative or regulatory updates and coordinate required operational changes.
• Manage day-to-day multi-country payroll tax compliance activities across EMEA and APAC, including registrations, statutory filings, payment requirements, and routine correspondence with tax and social security authorities such as HMRC, ZUS and the Polish Tax Office, Skatteetaten, the Agencia Tributaria and Seguridad Social, Skatteverket, and Singapore's IRAS/CPF Board. Escalate material assessments, disputes, penalties, or compliance risks to the Global Payroll Manager.
• Support the Global Payroll Manager, Legal, Finance, Tax, and HR with new-country payroll assessments, registrations, implementation activities, documentation, testing, and operational readiness. Legal, tax, permanent-establishment, and employment-law determinations must be validated by the appropriate internal or external specialists.
• Review and reconcile statutory in-year and year-end payroll filings for each covered country (e.g., UK P60/P11D, Polish PIT-11, Swedish arbetsgivardeklaration, Norwegian a-melding, Spanish Modelo 111/190, and Singapore IR8A/IR21), prepare them for authorised approval, and partner with local tax representatives to resolve routine agency notices.
• Support the design, implementation, and ongoing operation of robust payroll controls to safeguard payroll data, comply with GDPR and local data-privacy requirements, and mitigate the risk of errors, fraud, or unauthorised access.
• Maintain complete payroll control evidence, approval records, reconciliations, issue logs, and audit trails for every payroll cycle in accordance with company record-retention requirements.
• Complete periodic payroll system and provider access reviews, bank-detail change controls, variance analysis, and post-payroll reconciliations, escalating control failures, suspected fraud, or unauthorised activity immediately.
• Coordinate day-to-day statutory and external audit activities related to international payroll, including preparation and management of payroll PBC (Prepared by Client) lists across jurisdictions, and escalate material findings or commitments to the Global Payroll Manager.
• Address and resolve payroll discrepancies, tax issues, and employee escalations across multiple time zones with urgency, accuracy, and professionalism.
• Partner closely with the Payroll Accountant and Finance team on payroll journal entries, multi-currency general ledger reconciliations, flux analysis, and accruals on a monthly, quarterly, and annual basis.

• Champion continuous improvement by identifying, designing, and implementing process enhancements, automation opportunities, and best practices to increase efficiency, accuracy, and scalability across a growing international payroll footprint.
• Support the implementation and continued optimisation of ADP Celergo, including requirements gathering, data validation, configuration review, interface testing, user acceptance testing, parallel payroll testing, defect management, go-live readiness, change management, and post-go-live stabilisation. Overall programme ownership and material design decisions remain with the Global Payroll Manager and designated project governance.
• Create, document, and maintain comprehensive country-specific payroll process manuals, SOPs, control documentation, key-contact lists, access instructions, contingency procedures, and training materials to ensure business continuity and knowledge transfer.
• Provide effective payroll cover across assigned countries and participate in cross-training to reduce dependency on individual team members or external providers during planned or unexpected absences.
• Provide functional guidance, coaching, and training to junior payroll team members on multi-country payroll practices, fostering a culture of accuracy, compliance, accountability, and professional development. This responsibility does not include formal people management unless separately assigned.
• Manage assigned operational relationships with in-country payroll and benefits vendors, monitor performance against SLAs and agreed controls, and provide evidence-based recommendations to the Global Payroll Manager regarding service improvements or escalation.
• Collaborate with HR, Legal, Benefits, and works councils or employee representative bodies where applicable to effectively communicate and resolve payroll-related matters across regions in a professional and timely manner.

• Bachelor's degree in Accounting, Finance, Business Administration, or a related field, or equivalent relevant professional experience.
• 7–10+ years of progressive, end-to-end international payroll experience supporting employees across EMEA and APAC, ideally including Poland, Singapore, the UK, Norway, Spain, and/or Sweden, with at least 3 years in a senior or lead capacity.
• Experience with international payroll systems required; hands-on experience with ADP Celergo strongly preferred.
• Experience working with Workday HR (HCM) preferred, particularly supporting HR-to-payroll data integration.
• Demonstrated experience managing high-volume, multi-country payrolls with a strong track record of accuracy and on-time delivery.
• Proven experience managing cross-border payroll across multiple EMEA and APAC jurisdictions, including familiarity with local statutory filings, social security contributions, and works council or employee representative requirements.
• Global payroll certification (e.g., CIPP International, GRP, or GPMA) strongly preferred.
• Strong knowledge of international payroll regulations, tax codes, social security, statutory reporting, and compliance requirements, with direct practical experience in several of Poland, Singapore, the UK, Norway, Spain, and Sweden and the ability to work effectively with in-country experts.
• Advanced proficiency in Microsoft Excel (pivot tables, VLOOKUP/XLOOKUP, data modeling) and financial reporting tools.
• Strong understanding of multi-currency payroll accounting principles, including journal entries, GL reconciliation, and month-end close processes.
• Experience with HRIS and payroll system implementations across multiple countries, including requirements gathering, configuration review, data validation, vendor integration, user acceptance testing, parallel runs, defect resolution, and post-implementation optimisation; familiarity with Workday HR (HCM) is a plus.
• Experience operating within documented payroll controls and audit frameworks, including SOX-style controls where applicable, with a strong understanding of segregation of duties and evidence retention.
• Working knowledge of GDPR and other local data-privacy requirements as they relate to international payroll processes and data security.
• Demonstrated experience coordinating and processing equity transactions, including RSU vestings, stock option exercises, and employee share purchase plan transactions, with an understanding of when cross-border or internationally mobile cases require support from tax, legal, mobility, or external advisers.
• Exceptional attention to detail with an unwavering commitment to data accuracy, integrity, and confidentiality.
• Strong analytical and problem-solving skills with the ability to diagnose root causes and implement sustainable solutions.
• Excellent organizational and time management abilities, with a proven capacity to manage multiple priorities and time zones under strict deadlines in a fast-paced environment.
• Superior verbal and written communication skills; able to translate complex, country-specific payroll matters to non-payroll stakeholders clearly and effectively.
• Proactive, self-directed work style with a continuous improvement mindset and the ability to lead through influence without direct authority.
• High level of professional integrity and discretion when handling sensitive compensation and employee data.
• Proficiency leveraging AI tools and automation technologies to streamline payroll workflows, enhance data analysis, draft communications, and surface insights; committed to applying AI responsibly and in accordance with data privacy and security policies.

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