Payroll & Expenses Specialist

// 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.

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.