Payroll Specialist

Permanent employee, Full-time · Hybrid

Brief Overview

Hai Robotics is a leading provider of innovative logistics robotics solutions. Our sophisticated systems are designed to optimise supply chain operations across various industries, with the goal of offering cost-effective, efficient, and sustainable solutions that also alleviate the burden of human labour. With our robots, we reduce our customers' storage footprint and operating costs, improve warehouse productivity and maximize workflow efficiencies with increased speed & order accuracy.

The Payroll Specialist is responsible for managing all payroll-related tasks, ensuring employees are paid accurately and on time while complying with relevant laws and regulations. This role involves collaboration with HR, finance, and management to address payroll-related inquiries and ensure compliance.Additionally, the Payroll Specialist manages deductions, benefits, and taxes, resolves payroll discrepancies, oversees the management and maintenance of HR-related insurance, summarizes and maintains the SOP for European payroll processes, develops an onboarding guide, facilitates periodic performance evaluation activities, and supports payroll practices across European countries. The role also includes managing holiday policies across the different countries, ensuring compliance with local regulations.

Key Responsibilities

Process payroll operations across European countries (including Netherlands, the UK, Germany, Spain, Italy, Austria, France and Poland) , ensuring compliance with each country’s labor laws and regulations.
Summarize and maintain the SOP for European payroll processes, ensuring documentation is current and reflective of best practices.
Develop and maintain an onboarding guide for new employees, outlining payroll processes, compliance requirements, and key resources.
Manage and track country-specific holiday policies and time-off requests, ensuring compliance with local regulations and company policies.
Ensure accurate and timely payment of wages to employees through direct deposits, checks, or other payment methods.
Process new hires, terminations, salary changes, and other employee status changes in the payroll system.
Handle payroll inquiries from employees, resolving issues related to wages, taxes, and deductions.
Calculate and process overtime, bonuses, and other special payments.
Maintain accurate records of payroll documentation, including time sheets, wage adjustments, and deductions.
Collaborate with HR and finance departments to ensure accurate and integrated employee data management.
Manage and support the application and documentation of social security and tax compliance forms, such as the Netherlands' 30% ruling and the A1 certificate, ensuring legal compliance for cross-border employees.
Prepare and distribute payroll reports to management, HR, and finance teams.
Assist with audits and reporting related to payroll activities.
Manage and maintain HR-related insurance programs, including sickness insurance, liability insurance, and other employee benefits. Ensure employees understand and effectively utilize the insurance policies, assisting with related inquiries.
Facilitate periodic performance evaluation activities, managing related policies to ensure timely and accurate evaluation results.

Who are we looking for?

Qualifications:

Education: Bachelor’s degree in accounting, finance, business administration, or a related field (preferred but not always required).
Experience: 2-5 years of experience in payroll processing or a related role.
Languages: Proficiency in English is required; proficiency in Chinese is a plus.

Skills and Competencies:

Strong knowledge of payroll systems and procedures.
Familiarity with local, state, and federal regulations and tax requirements.
Experience with payroll/HRIS software.
High attention to detail and accuracy in processing numbers.
Excellent organizational skills and ability to handle multiple tasks.
Strong problem-solving and troubleshooting abilities.
Confidentiality and discretion in handling sensitive employee information.
Proficiency in Microsoft Office, particularly Excel for data analysis and reporting.
Strong communication skills, both verbal and written, for interacting with employees and cross-functional teams.

Preferred Skills:

Experience working in a multinational company or managing payroll for employees across different countries (for global payroll roles).
Familiarity with benefits administration, deductions, and garnishments.
familiarity with payroll tax practices, such as UK P11D and NL 30%ruling applications.

Hai-lights

We offer a dynamic and innovative working environment in a very committed organisation, with the following perks:

Competitive salary in line with your experience
8% holiday allowance
Attractive quarterly bonus scheme
Hybrid way of work. Currently, the team works 4 days in the office and 1 WFH day
Commuting allowance of 23 cents per km (based on home-office distance). Our office location is Hoofddorp, the Netherlands
Possibility of visa sponsorship
Work laptop and phone
Frequent team building and company activities, such as company lunches, yearly events and more
Free drinks and snacks
The opportunity to contribute to a young, growing company, shaping its success and your career

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About us

Founded in 2016, Hai Robotics is a leading global provider of Automated Storage and Retrieval Systems (ASRS), delivering unparalleled system flexibility and maximizing operational efficiency for facilities of all sizes and conditions. With 1,500+ projects implemented across 40+ countries, supported by 8 global offices and 60+ partners worldwide, Hai Robotics is a reliable resource for providing local support.
Visit HaiRobotics.com for more information.

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Your Application

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