Payroll Specialist

Alimentiv; Warszawa; On-site; USD 60,000 - 90,000; Full time

Job summary

Alimentiv is seeking a Payroll Specialist to manage full-cycle, multi-country payroll processing, ensuring accuracy and regulatory compliance across jurisdictions. You will partner with HR and Finance to align practices with governance standards, and support continuous payroll improvements.

The role emphasizes complex payroll scenarios, stakeholder service, and maintaining audit-ready records in a global shared-services environment.

Qualifications

• Minimum of 4 - 6 years of related experience.
• Post-secondary certificate / diploma (College, Training Institute, etc.)
• Fluent writing, reading, and oral communication in English

Responsibilities

• Execute full-cycle, multi-country payroll processing for Alimentiv employees across Canada, the US, and global EOR jurisdictions.
• Validate payroll inputs like hires, terminations, changes, bonuses, and deductions before each pay run.
• Prepare government remittances, filings, and year-end reporting (T4s, W-2s, and other country-specific requirements).
• Manage off-cycle payrolls and maintain audit-ready records.
• Maintain payroll records per retention rules and data governance.

Skills

Payroll processing

Regulatory compliance

Excel

HRIS

Vendor management

Communication

Education

Post-secondary certificate / diploma

Tools

HRIS platforms

Job description

The Payroll Specialist exists to ensure the accurate, complaint, and timely delivery of global payroll across all countries in which Alimentiv operates, maintaining a high standard of employee trust and satisfaction. The role provides subject matter expertise to manage complex payroll legislation, monthly reconciliations, government remittances, and external vendor relationships within a global, shared-services environment. Reporting to the Sr. Manager, People & Culture, the Payroll Specialist partners closely with HR and Finance to ensure payroll practices align with organizational and regulatory requirements. The role is distinguished from the Payroll Coordinator by its accountability for full-cycle, multi-country payroll processing, independent compliance interpretation, and active contribution to continuous improvement and payroll modernization.

Payroll Processing (40%)

• Execute full-cycle, multi-country payroll processing for all Alimentiv employees, ensuring accuracy, timeliness, and compliance with applicable legislation across Canada, the United States, and global EOR jurisdictions.
• Validate and reconcile payroll inputs including new hires, terminations, salary changes, bonuses, and statutory deductions prior to each pay run.
• Prepare and submit government remittances, statutory filings, and year-end reporting obligations including T4s, W-2s, and other country-specific requirements.
• Manage off-cycle and adjustment payrolls as required, ensuring appropriate documentation and audit trails.
• Maintain payroll records in accordance with regulatory retention requirements and organizational data governance standards.

Stakeholder Service and Communication (35%)

• Serve as the primary point of contact for employee payroll inquiries, resolving pay questions with accuracy and professionalism.
• Serve as the primary escalation point for Payroll Coordinators, investigating and resolving complex payroll issues, exceptions, and inquiries that require advanced knowledge or judgment beyond standard processing procedures.
• Collaborate with Finance on payroll reconciliations, journal entries, and budget reporting to ensure alignment across financial systems.
• Coordinate with HR Business Partners and People Operations on employee lifecycle events affecting payroll, including leaves, benefits elections, and terminations.
• Liaise with external payroll vendors and government agencies on remittance matters, regulatory inquiries, and service deliver.

Compliance and Audit (10%)

• Monitor changes to payroll legislation, tax regulations, and employment standards across all jurisdictions in which Alimentiv operates and implement required updates.
• Prepare payroll-related documentation and data in support of internal and external audits, responding to auditor inquiries with accuracy and timeliness.
• Identify and escalate payroll compliance risks, recommending corrective actions where applicable.
• Ensure payroll processes align with SOX controls, SOC 2 requirements, and other applicable governance frameworks.

Continuous Improvement and Systems (10%)

• Identify and lead opportunities to streamline payroll workflows, reduce manual effort, and improve data accuracy across the payroll cycle.
• Support the configuration, testing, and optimization of payroll and HRIS modules to ensure system integrity and alignment with business requirements.
• Contribute to payroll modernization initiatives including vendor transitions, system implementations, and process redesign projects.
• Maintain payroll system data governance practices, including access controls and validation processes.

Team Capability and Mentorship (5%)

• Provide guidance and on-the-job mentoring to Payroll Coordinators and junior payroll staff to build team capability and ensure consistent payroll execution.
• Develop and maintain training materials, process guides, and documentation that reduce knowledge dependency and support team development.

Qualifications

• Minimum of 4 - 6 years of related experience
• Post-secondary certificate / diploma (College, Training Institute, etc.)
• Fluent writing, reading, and oral communication in English

Additional Knowledge and Skills

• In-depth knowledge of global payroll legislation (e.g. United Kingdom, Netherlands, Germany, Poland, Romania, Canada, United States, Brazil, Australia) payroll legislation, tax regulations, and employment standards across multiple jurisdictions.
• Hands-on experience with payroll systems and HRIS platforms, including system configuration, data validation, and reporting.
• Strong proficiency in payroll reconciliation, journal entries, and financial reporting processes.
• Familiarity with global EOR payroll models and multi-country payroll vendor management.
• Working knowledge of SOX controls, SOC 2 requirements, and payroll audit practices.
• Advanced proficiency in Microsoft Excel for data analysis, reconciliation, and reporting.
• Ability to manage competing deadlines with a high degree of accuracy and attention to detail.
• Discretion and professionalism in handling confidential employee and financial information.
• Professional payroll designation is strongly preferred