[Hiring] Payroll & Expenses Specialist @Masabi

Role Description

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.

This role is available in a fully remote model for candidates based in Romania.

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.

Qualifications

• A baseline conceptual understanding of UK payroll (cycles, pension preparation, payrolled benefits admin, etc.), including employee and employer National Insurance, tax, and benefits processed via P11Ds.
• Direct hands-on payroll processing experience is appreciated.
• Comfortable navigating and managing tools like Expensify, Navan, or equivalent EOR/expense tracking software, along with working comfort in Excel or Google Sheets.
• Attention to detail, particularly around VAT coding, policy compliance, and data reconciliation.
• Regular day-to-day use of AI tools, with a habit of questioning and verifying AI-generated output rather than accepting it at face value.
• Excellent communication skills, with the ability to collaborate across multiple departments and support employees with empathy and clarity.

Benefits

• 25 days holiday per year plus the Christmas Shutdown (another 3-4 days).
• Premium medical care via Regina Maria.
• Regular social gatherings with a monthly allowance for each employee.
• Up to €1000 training budget per year.
• €200 to spend on your home office.
• €24 to spend on monthly team building activities.
• Choice of workstation.
• Ability to work for up to 3 months per year from any country in the world.