Lead Payroll Specialist

How you’ll make an impact

The Lead Payroll Specialist is part of the CFO Team, which undertakes the finance function for all of Xero’s worldwide operations. The Pay Team is a global shared service within our wider CFO Team, responsible for all payroll matters across the Xero Group.

This role requires you to effectively multi-task, prioritize work, demonstrate accountability, and meet established deadlines. You will have strong in-depth knowledge of payroll and tax legislation of the UK and EMEA.

As a Lead payroll specialist you will be responsible to optimize utilization of the Payroll system and automate associated payroll processes to maximize benefits with payroll process improvements. You will build strong relationships in-country people experience (PX and finance teams) to ensure the pay team continues to support their business requirements and become a trusted advisor on Payroll related matters.

The payroll system currently used is Netsuite, which has data integrations from Workday HRMIS and to Netsuite (ERP) system. 

What you’ll do

• Ensuring accurate and efficient processing of end to end payroll for UK & EMEA Regions 
• Reviewing payroll submissions including company specific payroll returns, tax returns, online filings with tax authorities, ensuring all requirements are met within required timeframes
• Ensuring monthly/ quarterly/ year end reconciliation of pensions and other benefits enrollments are completed in a timely manner.
• Monthly balancing and reconciliation of the payroll control accounts, including accurate and timely payment of all payroll liabilities, in line with relevant legislation 
• Conducting regular audits of payroll records to ensure accuracy, completeness, and compliance in accordance with organizational policies and procedures and in line with the legislative, business and auditing requirements 
• Working closely with People Experience, Finance and third party payroll providers to ensure payroll processes align with overall company goals and objectives.
• Work with PX and PXIS to protect the integrity of employee data in Workday and the data integration from Workday to Netsuite
• Staying up-to-date on local payroll laws and regulations to ensure payroll processes are compliant and liaises with payroll providers to ensure these changes have been applied.
• Assist the Payroll Manager in monitoring and incorporating payroll legislative changes and internal Xero policy changes in payroll processes to ensure proper internal control and efficient processing.
• Escalating any significant risks and issues in a timely manner to the Payroll Manager and identify ways to come up with resolution to the problem or issues
• Providing guidance and training to the payroll team, including training new hires to use payroll procedures and current systems correctly and efficiently
• Responding to queries and promote strong customer focus with an emphasis on quality of service
• Working with Payroll Manager in identifying opportunities for process improvements, automation and efficiencies in payroll operations, and implementing changes to enhance accuracy and effectiveness such as identifying manual intensive and redundant processes with recommending solutions for automation and improvements for value add
• Working with Payroll Manager in maintaining and developing standard practice and process guide for team to follow
• Participate in projects as subject matter expert as required
• Supporting with implementation of new systems and processes as required

Success looks like

• Compliant, accurate and timeliness of Payroll processing, payment and reporting of UK and EMEA payroll
• All payments in accordance with legislation and/or Xero policy with appropriate level of authorization
• Regular payroll reporting and analytics to provide information to assist with financial decisions
• Supporting other team members, and contributing to a positive and collaborative team environment
• Supporting in training and guidance to pay team
• Subject matter expert in one or more areas of payroll legislation
• Any payroll related issues are managed or escalated accordingly resulting in effective resolution 
• Developing and implementing process improvements to streamline payroll processes and increase efficiency
• Ability to solve problems, think outside the square, and work well to tight deadlines
• Develop and maintain process documentation and ensure standard practice followed at all times

What you’ll bring with you

• Critical competencies:
• Exceptional attention to detail and accuracy essential with strong numerical aptitude
• Strong planning, organizational and self-management skills with an ability to manage multiple competing priorities
• An aptitude for self-development for current and future employment
• A genuine team player who works collaboratively with and contributes to the function of a high performing team
• Understanding of General Ledger systems including payroll journals
• In-depth knowledge of workplace, payroll and tax legislation
• Ability to research and document any relevant legislation and tax guidance
• Excellent time management in a deadline driven environment 
• Motivated with a high level of self-initiative
• Excellent problem solving and analytical skills




• Experience:
• Strong payroll knowledge and 5+ years’ experience in processing UK payroll 
• Experience dealing with third party payroll providers
• Experience with Netsuite and Workday is a plus
• Knowledge of other EMEA payroll an advantage