Payroll Services, Specialist

aia; Hong Kong; On-site; HKD 400,000 - 600,000; Full time

Job summary

aia is seeking a Payroll Manager to oversee end-to-end payroll services for its offices in Hong Kong and Macau. This role involves managing vendor relationships, ensuring compliance with regulatory requirements, and maintaining payroll accuracy.

The ideal candidate will be responsible for coordinating payroll processes, addressing exceptions, and producing necessary reports. Strong analytical skills and experience in payroll management are essential. Join aia to drive payroll operations and improve processes for enhanced efficiency.

Qualifications

• Experience in payroll processing and vendor management.
• Strong analytical skills for data quality and compliance monitoring.

Responsibilities

• Manage payroll activities and compliance for Hong Kong and Macau.
• Coordinate with vendors to ensure quality service delivery.
• Support payroll audits and maintain accurate documentation.
• Prepare and validate payroll inputs and reporting.

Job description

About the Role

This role is required to manage end to end payroll services/processing, employer’s tax returns and pension reporting and contributions for Hong Kong and Macau offices.

The incumbent is also required to manage vendors to ensure service delivery and all required processes are compliance with company sourcing standard.

Payroll Processing Coordination & Operational Execution

• Coordinate payroll activities from data collection through vendor processing to final checks and approvals, ensuring adherence to agreed calendars and cut-offs.
• Prepare and validate payroll inputs, supporting schedules, and employee movement checks (joiners/leavers/changes) with appropriate documentation.
• Manage and resolve routine and moderately complex payroll exceptions (e.g., adjustments, off-cycle payments, reversals, backpay, leavers), escalating high-risk cases as needed.
• Prepare payroll reports and reconciliations (gross-to-net checks, variance analysis, headcount/movement checks) and support payroll-related month-end activities where applicable.

Process Standardisation & Automation Support

• Identify opportunities to streamline activities, reduce manual work, and improve accuracy through standardisation and automation.
• Support implementation of approved automation/digital tools to enhance validation efficiency and exception detection.
• Assist with testing and implementation activities for payroll-impacting changes (policy, system, vendor process changes), ensuring documentation is updated.
• Maintain process documentation in line with operational requirements.

HRIS/Payroll Interface Monitoring & Data Quality Coordination

• Monitor Workday-to-vendor interface outputs and cut-off adherence; follow up on data/interface issues with HRIS and relevant stakeholders.
• Coordinate upstream validations with HR/HRIS/Finance to reduce downstream corrections (compensation, allowances, benefits, hire/termination changes).
• Track recurring issues and support corrective and preventive actions, including maintaining issue logs and status updates.

Vendor Coordination & Service Monitoring

• Coordinate day-to-day delivery with the payroll vendor to ensure timelines, deliverables, and quality standards are met.
• Track SLA performance, log operational issues, and support preparation of service review materials and action trackers.
• Ensure vendor deliverables align with agreed procedures and data privacy requirements.

Compliance Support, Control Execution & Audit Documentation

• Execute defined payroll controls (segregation of duties, approval validations, evidence retention, access control follow-ups where required).
• Maintain audit-ready documentation for payroll processing, reconciliations, approvals, and exception handling.
• Support internal/external audits by preparing evidence documents and responding to information requests within agreed timelines.

Tax, MPF/Pension & Statutory Reporting Operations

• Prepare and coordinate statutory deliverables (e.g., employer tax filings) to support timely submission.
• Liaise with tax consultants for specific cases (including mobile staff matters) and track deliverables to completion.
• Execute MPF/pension reporting and contribution processes accurately (joiners/leavers, contribution changes).

Banking, Disbursement & Reconciliation Support

• Prepare payroll disbursement activities and manage payment rejections per procedures.
• Provide weekly e-bank statements and supporting explanations to Finance for reconciliation and control checks.
• Support special cases requiring funding arrangement coordination or GL/cost centre reclassification with clear supporting documentation.

Projects and Additional Support

• Support payroll transformation initiatives, system enhancements, and cross-functional projects as assigned.