Payroll Coordinator

The Payroll Coordinator is responsible for the end-to-end coordination of payroll processing across multiple companies managed through an outsourced payroll provider.

The role ensures the accuracy, completeness, and timely submission of payroll inputs, as well as the structured review and approval of payroll outputs. The Payroll Coordinator serves as the key liaison between internal stakeholders, including HR, Finance, and employees, and the external payroll provider, ensuring payroll compliance, data integrity, operational efficiency, and effective service delivery across all entities.

Payroll Input Coordination & Validation

• Coordinate payroll inputs across five (5) entities/companies, ensuring adherence to payroll cut-off timelines.
• Collect payroll-related changes from HR and business stakeholders, including:
  • New hires and terminations
  • Salary adjustments and allowances
  • Overtime, commissions, and one-time payments or deductions
  • Statutory and benefits updates
• Review and validate payroll data to ensure:
  • Accuracy
  • Completeness
  • Appropriate supporting documentation
• Follow up with stakeholders to resolve discrepancies before payroll submission
• Maintain organized payroll records and audit trails for all payroll inputs

Vendor Coordination & Payroll Submission

• Prepare and submit validated payroll inputs to the outsourced payroll provider within agreed timelines.
• Act as the primary point of contact with the payroll vendor regarding:
  • Payroll processing queries
  • Data corrections
  • Clarifications and issue resolution
• Monitor vendor performance and ensure compliance with agreed service level agreements (SLAs) and payroll deadlines
• Maintain payroll submission logs and version control of payroll files

Payroll Output Review & Approval Coordination

• Receive and review payroll reports from the payroll provider, including:
  • Payroll registers
  • Variance reports
  • Statutory reports
  • Payment summaries
• Conduct detailed payroll validation, including:
  • Month-over-month variance analysis
  • Reconciliation of payroll inputs against outputs
  • Identification and investigation of anomalies or inconsistencies
• Coordinate the distribution of payroll reports to designated reviewers and approvers for each company
• Monitor and track approvals to ensure timely sign-off in accordance with governance requirements
• Coordinate payroll re-runs and adjustments with the payroll provider when required

Employee & Stakeholder Query Management

• Serve as the first point of contact for payroll-related inquiries from employees, HR teams, and Finance stakeholders
• Investigate and resolve payroll issues in collaboration with the payroll provider
• Provide timely, professional, and accurate responses to payroll-related queries
• Maintain a centralized log of payroll queries and resolutions to support continuous improvement

Reporting & Month-End Activities

• Prepare and consolidate payroll-related reports for each entity, including:
  • Payroll summaries
  • Variance analyses
  • Statutory deduction reports
  • Payroll journals
• Ensure the timely filing and payment of taxes and statutory deductions
• Coordinate the distribution of payroll reports to HR and Finance teams
• Support month-end close activities by ensuring timely completion of payroll reconciliations and reporting requirements
• Maintain payroll documentation in accordance with record retention and audit requirements

Compliance & Internal Controls

• Ensure payroll activities comply with:
  • Company policies and procedures
  • Applicable statutory and regulatory requirements across all entities
• Maintain strong internal controls, including:
  • Segregation of duties
  • Proper documentation and approvals
  • Audit-ready records
• Support internal and external audits by providing required payroll data and documentation
• Identify opportunities to improve payroll processes, controls, and efficiencies