Payroll Specialist - Nordic countries

Our client, a globally recognized organization, is currently building a new international payroll team in Warsaw to support payroll operations across the EMEA region. This is a unique opportunity to join a growing organization at an exciting stage of development, help shape payroll processes, and collaborate with stakeholders across multiple countries.

As a Payroll Specialist, you will be responsible for the accurate and timely execution of payroll processes, ensuring operational excellence, compliance with applicable regulations, and a high standard of service delivery. You will work closely with international stakeholders while supporting the development of a newly established EMEA payroll function.

Responsibilities

• Perform day-to-day payroll processing activities within the assigned scope.
• Collect, validate, and upload payroll-related data, including working time, absences, overtime, deductions, variable compensation, bonuses, final settlements, and payroll corrections.
• Conduct payroll checks, compare input and output data, identify discrepancies, and prepare correction files when required.
• Support payroll validation activities before and after payroll processing, including reporting and query resolution.
• Prepare payroll-related documentation and files, including payslips, bank transfer files, general ledger (GL) files, payroll reports, and statutory declarations where applicable.
• Handle employee payroll queries and case updates, escalating complex or sensitive matters to the Senior Payroll Specialist or Payroll Lead.
• Create and monitor tickets related to payroll vendors, HRIS systems, data issues, incidents, and processing errors.
• Maintain accurate payroll records, follow established SOPs, meet payroll deadlines, and ensure strict confidentiality of employee data.

Requirements

• At least 1 year of experience in payroll administration or a related field.
• English proficiency at a minimum C1 level.
• Good understanding of payroll fundamentals and end-to-end payroll processes.
• High level of accuracy in data entry, payroll input preparation, and validation activities.
• Good Excel skills and experience working with HRIS, payroll systems, and case management tools.
• Ability to follow SOPs, payroll calendars, checklists, and approval procedures.
• Understanding of payroll inputs, deductions, working time data, and statutory reporting requirements.
• Strong customer service, communication, and stakeholder management skills.
• High level of confidentiality, reliability, and professionalism when handling sensitive employee information.
• Excellent organizational skills and the ability to work effectively under tight payroll deadlines.

Offer

• Permanent employment contract with our client.
• Flexible working hours, with starting times between 8:00 a.m. and 10:00 a.m.
• Hybrid working model (3 days on-site, 2 days remote).
• Annual bonus.
• Private medical care for employees and their families.
• Shorter working hours on Fridays.
• Multisport card (sports and fitness benefit).
• Company gifts twice a year.
• Christmas bonus.
• Modern office located in Warsaw (Wola / City Centre).