U.S. Payroll & Administrative Specialist

Penbrothers; Philippines; Remote; PHP 2,647,000 - 4,537,000; Full time

Job summary

Penbrothers International seeks a detail-oriented US Payroll & Administrative Specialist to manage weekly timecard collection, validation, and submission for a growing regional operation. You’ll work with field teams and clients to gather hours, input data into Excel templates, and ensure timely payroll processing across multiple regions.

You will collaborate with the Payroll Department, maintain data accuracy, and uphold strict confidentiality of employee information while meeting fast-paced

Qualifications

• Experience in payroll administration, preferably supporting US staffing or recruitment agencies.

Responsibilities

• Timecard & Hours Collection: gather, track, and consolidate timecards from clients and field employees.
• Data Entry & Validation: enter and validate hours onto client Excel templates for back-office uploads.
• Strict Deadline Adherence: meet weekly payroll submission deadlines (End of Day Monday EST; Final Tuesday 12:00 PM EST).
• Query Resolution: respond to inquiries regarding hours worked and payroll details.
• Multi-Region Coordination: coordinate across regions on time collection methods and schedules.
• Error Prevention & Quality Control: perform checks to eliminate discrepancies and missed hours.
• Data Privacy: safeguard confidential employee data.

Skills

Payroll experience

English communication

Accuracy & speed

Deadline-driven

Excel proficiency

Independent & accountable

Job description

About Penbrothers

Penbrothers is an HR and remote talent management partner and one of the fastest-growing companies in the Philippines. We connect talented Filipinos to global opportunities with high-growth startups and dynamic companies, enabling them to build careers from the comfort of their own homes. We provide end-to-end support in recruitment, HR, payroll, compliance, and employee engagement - creating an environment where talent can thrive and global companies can grow.

About the Client

Our client is an established American staffing and talent solutions provider connecting organizations with skilled professionals across varied sectors, including technical roles, light industrial work, specialized trades, healthcare, and administrative services. They deliver adaptable employment models comprising contract placement, temp-to-perm arrangements, direct recruitment, and payroll administration, collaborating directly with partners to craft customized hiring strategies.

About the Role

Our client is seeking a detail-oriented and reliable U.S. Payroll & Administrative Specialist to manage the end-to-end collection, validation, and submission of weekly payroll hours.

Reporting directly to the Payroll Department, this role is primarily focused on timecard collection and payroll accuracy across field operations. Support will begin with one region (approximately 60 field employees) and gradually scale up to four regions (supporting up to 100 field employees per region). You will work closely with regional teams and clients to gather timesheet data, input hours into standardized Excel templates, and meet strict, unbending weekly deadlines.

What you’ll do

Timecard & Hours Collection: Proactively gather, track, and consolidate timecards, timesheet emails, and hours worked directly from clients and field employees.

Data Entry & Validation: Accurately enter and validate hours worked onto standardized client Excel templates designed for back-office system uploads.

Strict Deadline Adherence: Consistently meet mandatory weekly payroll submission deadlines:

• First Submission: End of Day Monday (EST)
• Final Submission: Tuesday at 12:00 PM (Noon) EST

Query Resolution: Promptly respond to employee and client inquiries regarding hours worked, timecard submissions, and administrative payroll details.

Multi-Region Coordination: Coordinate and train across different operating regions regarding localized time collection methods and schedules.

Error Prevention & Quality Control: Perform thorough quality checks to eliminate payroll discrepancies, entry errors, and missed hours prior to final submission.

Data Privacy: Maintain absolute confidentiality and safeguard sensitive employee personal and compensation data

What You Bring

• Payroll Experience: Proven track record in payroll administration and data entry, with direct experience supporting US staffing or recruitment agencies.
• Language & Communication Skills: Excellent written and verbal English communication skills to seamlessly interface with US clients and employees, bridging any communication barriers with professionalism.
• Accuracy & Speed: Flawless data entry capabilities with exceptional attention to detail and zero tolerance for payroll errors.
• Deadline-Driven Mindset: Ability to handle high-pressure time constraints and consistently hit recurring, non-negotiable weekly deadlines.
• Excel Proficiency: Solid proficiency in Microsoft Excel (data formatting, formulas, template usage, and sorting/filtering).
• Independence & Accountability: Capable of managing multi-region workflows independently in a remote environment while keeping leadership updated.

Nice to Have

• Experience with back-office staffing ATS/payroll platforms (e.g., Avionté BOLD or equivalent tools; training will be provided).
• Experience handling regional multi-site time collection across different US time zones.

Our Hiring Process & AI Disclaimer

We use AI tools to streamline our application process—including an initial conversation with an AI Interviewer. All hiring decisions are made entirely by humans: our Talent Acquisition team guides your full candidate journey and makes all evaluation decisions.

You are welcome to use AI for CV refinement and research, but real-time AI assistance during interviews or skill assessments is strictly prohibited to ensure an authentic evaluation.

Read our full AI Disclaimer to learn more

What You’ll Get

At Penbrothers, we are obsessed with creating positive employee experiences. Here you’ll find an environment that nurtures learning and provides opportunities for growth. You’ll have the opportunity to make an impact on fast-growing startups and dynamic companies.

• Meaningful work & Growth: We take every opportunity to stretch ourselves and deliver an excellent client experience.
• Employee as our biggest asset: We are genuinely invested in our people’s career and welfare.
• Global reach & local impact: Get to work with high-growth startups and dynamic companies from the comfort of your own home.
• Powering global startups: We’ve created 1,400 Filipino jobs that empower global start-ups to focus on growth.