Payroll & Expenses Specialist

OpenKrill; United States; On-site; USD 13,000 - 19,000; Full time

Benefits offered by this job

25 days holiday

Medical care Regina Maria

Monthly team allowances

Training budget

Home office stipend

Team building activities

Choice of workstation

Global remote option

Job summary

Masabi is seeking a Payroll & Expenses Specialist to own end-to-end payroll processing, manage employee expenses, and ensure compliant financial operations for a global team. The role covers UK payroll knowledge, pension files, P11Ds, PSA data, and EOR platforms across multiple jurisdictions.

You will oversee Expensify, Navan, and VAT coding, while supporting auditors and maintaining data integrity in a remote Romania-based setup. Collaboration and proactive problem solving are essential.

Qualifications

• Baseline understanding of UK payroll cycles, pensions, and P11Ds.
• Hands-on experience with Expensify, Navan, or similar expense software.
• Strong VAT coding, policy compliance and data reconciliation.
• Familiar with AI tools and a habit of verifying AI outputs.
• Excellent communication and cross-department collaboration.

Responsibilities

• Apply payroll changes for multiple jurisdictions via EOR platforms.
• Act as primary payroll cover to ensure business continuity.
• Prepare pension files and manage AXA benefits via payroll.
• Lead P11D forms and PSA data collection.
• Be the go-to contact for employee payroll questions.
• Oversee expense processing across Expensify, EOR platforms, and Navan.
• Monitor policy allowances and approve expenses per guidelines.
• Update project codes and manager assignments in Expensify with approvals.
• Manage VAT coding and financial reporting.
• Generate Navan expense reporting and respond to queries.
• Collate tax docs for international ops and assist auditors.

Skills

UK payroll knowledge

Expensify

Navan

Excel/Google Sheets

VAT coding

AI tools usage

Excellent communication

Tools

Expensify

Navan

EOR platforms

Excel/Sheets

Job description

About Us_// At Masabi, we’re driving the fare payment revolution, powering the journeys of millions all over the world. We build fare collection platforms that allow riders to seamlessly buy and present tickets for public transport either on their mobile phones, from a ticket machine, or even by tapping their bank card to travel.

Our Justride platform is used in over 250 locations globally, including some of the largest cities in the world. With our industry-first mobile ticketing SDK, we’ve partnered with large players in the transport space, including Uber, Moovit and Transit.

Your own journey is important to us too. Choosing a role here means joining a network of innovators from all walks of life; a group of passionate individuals who consistently deliver. Here, you’ll find the tools you need to build the career you want. Whether you’re taking the direct route or trying a new path, we’ll support you no matter what.

THE ROLE_

// We are looking for a detail-oriented and proactive Payroll & Expenses Specialist to join our Finance team. In this role, you will be the backbone of our day-to-day financial operations, taking ownership of end-to-end payroll processing, managing employee expense platforms, and maintaining accurate financial compliance.

As a Specialist, you will act as a key point of contact for employee queries regarding payroll and expenses, ensuring our global team is supported efficiently. You will bring a hands-on approach to data integrity, cross-departmental collaboration, and process efficiency, ensuring our foundational finance functions run smoothly and scalably.

LOCATION_

// This role is available in a fully remote model for candidates based in Romania.

RESPONSIBILITIES_

Payroll Management & Administration

• Apply necessary payroll changes to relevant platforms to ensure data is ready for review and approval by the Employer of Record (EOR) across multiple jurisdictions (UK, USA, PASSENGER, EOR, RO).
• Act as the primary payroll cover to ensure continuity of business operations.
• Prepare pension files and handle the monthly management of AXA benefits when they are processed through payroll.
• Lead the creation, administration, and internal communication regarding P11D forms, and assist with PAYE Settlement Agreement (PSA) data collection.
• Act as the go-to contact for all employee payroll-related questions.

Expense & Platform Management

• Oversee expense processing across Expensify, EOR platforms, and Navan.
• Monitor and track company policy allowances, approving expenses in strict accordance with internal guidelines.
• Input and update project codes and manager assignments within Expensify, actively seeking manager approvals when required.
• Manage financial coding, including accurate processing of VAT.
• Generate and distribute Navan utilization and expense reporting.
• Resolve everyday employee queries regarding the expense process.

Corporate Cards & Supplier Payments

• Collate, review, and track expenses on behalf of company credit card users, managing monthly communications and chasing cardholders for outstanding or completed reports.
• Manage credit card accruals and correct VAT codes upon receipt of material evidence.
• Prepare supplier aging reports and the weekly payment run for review by the Financial Controlling Associate.

Tax, Audit & Compliance Support

• Collate tax documentation and expense data to support international operations (e.g. Romania tax compliance).
• Support our auditors with data across your areas of responsibility.

ABOUT YOU_

// We’re looking for someone with a proactive mindset, strong attention to detail, and a collaborative spirit, with experience in the following areas:

• A baseline conceptual understanding of UK payroll (cycles, pension preparation, payrolled benefits admin, etc.), including employee and employer National Insurance, tax, and benefits processed via P11Ds. Direct hands-on payroll processing experience is appreciated.
• Comfortable navigating and managing tools like Expensify, Navan, or equivalent EOR/expense tracking software, along with working comfort in Excel or Google Sheets.
• Attention to detail, particularly around VAT coding, policy compliance, and data reconciliation.
• Regular day-to-day use of AI tools, with a habit of questioning and verifying AI-generated output rather than accepting it at face value.
• Excellent communication skills, with the ability to collaborate across multiple departments and support employees with empathy and clarity.

SOME OF OUR BENEFITS_

• 25 days holiday per year plus the Christmas Shutdown (another 3-4 days)
• Premium medical care via Regina Maria
• Regular social gatherings with a monthly allowance for each employee
• Up to €1000 training budget per year
• €200 to spend on your home office
• €24 to spend on monthly team building activities
• Choice of workstation
• Ability to work for up to 3 months per year from any country in the world

Careers at Masabi are for people going places - driven by a mission to make transit fair and accessible for all.

// We are a network of innovators from all walks of life, passionate about making a difference. At Masabi, we operate with openness and trust, creating an environment where everyone feels empowered to bring their whole, authentic selves to work.

Whoever you are, just be yourself.// We welcome applications from underrepresented groups, including disabled and neurodivergent people, and can make adjustments at any stage of the process. You’re also welcome to share your pronouns whenever you feel comfortable. Together, we simplify journeys, remove barriers, and improve daily life for millions.

Why Join Masabi?

• Driven by Purpose – We believe in journeys made simple. The work isn’t always easy, but the best things never are.
• Encouraged to Accelerate – Masabi is going places and our people are in the driving seat. Whether you’re taking the direct route or exploring new paths, we support your journey.
• Advancing with Empathy – We put people first and foster a culture of learning, not blame. No matter your cargo, we share the load.

We’re already powering journeys - are you ready to join us?