[Hiring] Payroll Specialist @3HRsome

Role Description

Our client is a rapidly scaling company with a global team and a strong presence in the US. As their workforce grows, payroll complexity is increasing, particularly with US-based employees and compliance requirements. They are looking for a Payroll Administrator with hands-on US payroll experience who can ensure accurate, compliant, and timely payroll processing. This role requires a strong understanding of US labor laws, tax regulations, and payroll best practices.

You will play a key role in maintaining operational accuracy and ensuring employees are paid correctly and on time, while navigating multi-jurisdictional requirements.

Key Responsibilities

• Accounts Payable
  • Import and maintain vendor bills and credit memos in the accounting system
  • Maintain vendor records and supporting documentation
  • Partner with Operations teams on COGS-related invoices and payments
  • Assist with vendor statement reviews and discrepancy resolution when needed
• Accounts Receivable & Billing
  • Create and issue invoices, receipts, and billing statements
  • Monitor AR balances and post incoming payments from payment processors
  • Perform regular AR aging reviews and follow up on past-due balances
  • Support bad debt monitoring and periodic bad debt calculations
• Payroll & Employment Operations
  • Support payroll processing for U.S. employees and international employees/contractors
  • Partner with external payroll providers (e.g. Gusto, Deel, Justworks or similar) on:
    • Payroll preparation, review, and validation
    • Employee setup changes, payroll data updates, and issue resolution
  • Support U.S. employment lifecycle processes:
    • Onboarding and offboarding coordination
    • Payroll-impacting changes (terminations, state changes, role changes)
  • Proactively research and track U.S. payroll and employment requirements, including:
    • Multi-state payroll considerations
    • Federal and state-level compliance obligations
    • Employment-related triggers such as nexus, registrations, and reporting
  • Maintain payroll documentation and support audit and compliance readiness
• Month-End Close & Reconciliations
  • Support monthly close activities across P&L and Balance Sheet accounts
  • Prepare and post journal entries (weekly and monthly)
  • Perform balance sheet reconciliations, including:
    • Cash and bank accounts
    • Prepaid and accrued expenses
    • Fixed assets
    • WIP and COGS-related accounts
  • Identify missing transactions, discrepancies, or unusual variances and escalate proactively
• Process Improvement & Documentation
  • Follow and maintain existing accounting SOPs and operational documentation
  • Identify process gaps, inefficiencies, or recurring issues
  • Suggest and support process improvements as systems and workflows evolve
  • Contribute to building scalable accounting and payroll processes in a growing environment

Qualifications

• 3+ years of experience in Accounting Operations, Finance Operations, or a similar role
• Hands-on experience with: Accounts Payable, Accounts Receivable, and reconciliations, Month-end close activities
• Experience supporting payroll in partnership with an external payroll provider
• Exposure to U.S. payroll (W-2 employees and/or contractors), including multi-state environments
• Strong understanding of core accounting principles (P&L, Balance Sheet, journal entries)
• High attention to detail and comfort working with transactional financial data
• Strong research skills and ability to independently investigate regulatory or payroll-related questions
• Experience working in a fully remote, asynchronous environment
• Professional working proficiency in English

Requirements

• Experience with tools such as: Payroll platforms (Gusto, Deel, Justworks), QuickBooks, ClickUp, Notion, PandaDoc
• Prior exposure to U.S. employment compliance across multiple states
• Experience in fast-growing startups or scale-up environments
• Experience working with international teams and mixed employment models

What We’re Looking For

• Highly organized and process-oriented
• Reliable and consistent in operational execution
• Proactive in identifying and flagging issues
• Comfortable collaborating cross-functionally
• Clear, concise, and professional written communication
• Curious mindset with a strong ability to learn and adapt