[Hiring] U.S. Payroll & Administrative Specialist @Penbrothers

Role Description

Our client is seeking a detail-oriented and reliable U.S. Payroll & Administrative Specialist to manage the end-to-end collection, validation, and submission of weekly payroll hours. Reporting directly to the Payroll Department, this role is primarily focused on timecard collection and payroll accuracy across field operations. Support will begin with one region (approximately 60 field employees) and gradually scale up to four regions (supporting up to 100 field employees per region). You will work closely with regional teams and clients to gather timesheet data, input hours into standardized Excel templates, and meet strict, unbending weekly deadlines.

What you’ll do

• Timecard & Hours Collection: Proactively gather, track, and consolidate timecards, timesheet emails, and hours worked directly from clients and field employees.
• Data Entry & Validation: Accurately enter and validate hours worked onto standardized client Excel templates designed for back-office system uploads.
• Strict Deadline Adherence: Consistently meet mandatory weekly payroll submission deadlines:
  • First Submission: End of Day Monday (EST)
  • Final Submission: Tuesday at 12:00 PM (Noon) EST
• Query Resolution: Promptly respond to employee and client inquiries regarding hours worked, timecard submissions, and administrative payroll details.
• Multi-Region Coordination: Coordinate and train across different operating regions regarding localized time collection methods and schedules.
• Error Prevention & Quality Control: Perform thorough quality checks to eliminate payroll discrepancies, entry errors, and missed hours prior to final submission.
• Data Privacy: Maintain absolute confidentiality and safeguard sensitive employee personal and compensation data.

Qualifications

• Payroll Experience: Proven track record in payroll administration and data entry, with direct experience supporting US staffing or recruitment agencies.
• Language & Communication Skills: Excellent written and verbal English communication skills to seamlessly interface with US clients and employees, bridging any communication barriers with professionalism.
• Accuracy & Speed: Flawless data entry capabilities with exceptional attention to detail and zero tolerance for payroll errors.
• Deadline-Driven Mindset: Ability to handle high-pressure time constraints and consistently hit recurring, non-negotiable weekly deadlines.
• Excel Proficiency: Solid proficiency in Microsoft Excel (data formatting, formulas, template usage, and sorting/filtering).
• Independence & Accountability: Capable of managing multi-region workflows independently in a remote environment while keeping leadership updated.

Nice to Have

• Experience with back-office staffing ATS/payroll platforms (e.g., Avionté BOLD or equivalent tools; training will be provided).
• Experience handling regional multi-site time collection across different US time zones.

Benefits

• Meaningful work & Growth: We take every opportunity to stretch ourselves and deliver an excellent client experience.
• Employee as our biggest asset: We are genuinely invested in our people’s career and welfare.
• Global reach & local impact: Get to work with high-growth startups and dynamic companies from the comfort of your own home.
• Powering global startups: We’ve created 1,400 Filipino jobs that empower global start-ups to focus on growth.