Payroll and administration specialist

Summary

A Payroll and administration specialist ensures accurate, timely employee payments and tax compliance, managing data, deductions, and benefits within HR or Finance departments. Key duties include processing payroll, calculating taxes/overtime, resolving discrepancies, maintaining records, and ensuring adherence to employment laws. They act as a key contact for staff regarding pay queries. Next to that the Payroll and administration specialist acts as a support for the executive management in administration tasks as managing agenda’s, arranging travel, handling confidential communication and acting as a liaison between the executive management and stakeholders.

Key responsibilities

Payroll Processing: Process weekly, fortnightly, or monthly payroll using specialized software.

Data Management: Enter and update employee data, such as tax information, salary changes, and banking details.

Compliance & Taxes: Calculate and deduct taxes, benefits, and insurance, ensuring compliance with local regulations.

Timekeeping & Reporting: Collect, verify timesheets, and generate payroll reports, including tax filings.

Employee Inquiries: Resolve payroll queries, including pay discrepancies, deductions, and tax questions.

Travel & Logistics: Coordinating complex travel arrangements, including flights, accommodation, and itineraries.

Calendar Management: Align timings on meetings with executive management and stakeholders.

Meeting Coordination: Organizing (board) meetings, taking minutes, and ensuring that necessary documentation is provided.

Archiving: Archiving of key documents in a structured matter.

Skills and qualifications:

Software Proficiency: Experience with payroll systems and advanced Excel skills.

Attention to Detail: High accuracy in numerical data entry and calculations.

Legislative Knowledge: Understanding of current tax laws, payroll regulations, and employment legislation.

Confidentiality: Strict adherence to data privacy and security when handling personal information.

Communication : Strong interpersonal skills for interacting with employees and management.

Office Management: Overseeing office operations, vendor relationships, and on-boarding new employees.

Experience: 5+ years’ experience as a payroll administrator or in a similar finance/HR role. Experience as a personal assistant is a plus.

Mindset: Open-minded and balanced in a family business environment with multiple family members involved—able to navigate differing perspectives with tact, respect legacy, and contribute objectively.

Pragmatic and solution-oriented, combining emotional intelligence with professional rigour.

Languages: Bilingual French/Dutch. English is a plus.

KPI’s:

Payroll Accuracy Rate/Error Rate

On-Time Payroll Processing

Payroll Error Resolution Time

Payroll Compliance Rate

Travel & Expense Management

Employee satisfaction