The Payroll Officer is responsible for the administration, reporting, analysis and audit of HR, Compensation and Benefit tasks, including Payroll for Belgium and Netherlands.
Position Objectives & Responsibilities
Perform all activities necessary to process a monthly payroll including but not limited to: maintaining employee/payroll records, preparing payroll related submissions and documentation; verifying and reconciling payroll related payments; completing all year-end related activities for Belgium and Netherlands
Prepare and submit monthly accruals and reconciliations to the Finance function within agreed deadlines
Administration of HR requirements for employees including monitoring sickness documentation, Social Security certification, Parental leave requests, Holiday accruals, Eco cheques and Termination documents
Assist with the audit and entry of employee data in HR system ensuring data integrity and accuracy.
Collective dismissal (calculation of the indemnity in lieu of notice, settlement agreements, distribution of communications, maintain accruals and budget data.
Reconcile, prepare and communicate payroll funding requests ensuring accuracy and timeliness
Co-ordinate employee benefits (Group Insurance, Health Insurance and Work Accident Insurance) – including invoice reconciliation and employee updates
Create and Audit payroll procedure manuals and processes for accuracy and make any necessary adjustments
Research and analyse the current payroll processes ensuring go forward process changes are documented and recommended for implementation
Work with third-party vendors to resolve service issues
Mediate with external organisations such as Mensura
Liaise with all functions across the business providing support and requested information
Facilitating the on boarding and induction of new hires
Administration of invoices and tax/regulatory documentation
Liaise with IT Function for provision of required equipment, arrange as required mobile phones and subscriptions.
Prepare and submit monthly payroll audit documents for the Belgium and Netherlands
Support queries and administration of the Kronos Time and Attendance system
Respond to employee and external agency requests on payroll related matters or audits
Support the Employee Lease Program cars including invoicing and fuel cards
Remain current with Payroll country specific legislation
Ensure ongoing adherence to all relevant compliance regulations that may govern the business and complete all regulatory knowledge training where applicable in a timely fashion
Purchase order creation, reconciliation and approval of invoices.
Responsible for Business Continuity Planning and office related procedures
Liaise with vendors and service providers in regards to facilities management.
Annual Enterprise Access Control submission, audit of systems access.
Skills & Knowledge
Working knowledge and understanding of Belgium and Netherlands payroll regulations
Ability to handle multiple tasks simultaneously and meet critical deadlines
Experience of analytical calculations and issue identification
Report identified issues to the relevant parties in a professional, clear timely manner
Strong sense of Customer Service
Aptitude to resolve problems or issues in a timely manner
Qualifications & Experience
Proficient in MS Office (Excel and Word)
Written and spoken knowledge of Dutch and English
Exceptional organisation and time management skills