Intelligent automation, workflow solutions, and digital transformation software industry.
Role Purpose
Own end-to-end monthly payroll processing and statutory filing execution for employees across India, Australia (NSW/VIC), Japan, operating day-to-day compliance monitoring, controls, and vendor oversight for this market cluster within the regional governance framework, risk register, and control model owned by the Payroll Manager, APJ. This role works closely with the counterpart Payroll Specialist based in Malaysia, who holds the equivalent combined responsibility for Malaysia, Singapore, Vietnam, Hong Kong, Indonesia, and the two provide mutual backup coverage across the full eight-market APJ region as required, under the Payroll Manager's oversight.
Key Responsibilities
Monthly Payroll Processing
Process monthly payroll end-to-end for India, Australia (NSW/VIC), Japan, including new hires, terminations, transfers, and mid-cycle changes.
Validate payroll inputs (attendance, leave, overtime, commission, bonuses, allowances, benefits, incentives, one-off payments) received from HR and local operations before each pay run.
Run payroll calculations through the relevant payroll system or vendor platform and perform pre-payment reconciliation checks for accuracy.
Coordinate with in-country payroll agencies and vendors (such as ADP) to ensure payroll is delivered against the agreed monthly calendar for each market.
Submit payroll bank files for payroll payment, uploading into the banking system.
Provide payroll GL file for accounting posting.
Investigate and resolve payroll discrepancies, employee queries, and payment errors within agreed turnaround times.
Prepare monthly payroll reconciliation reports and variance analysis for review by the Payroll Manager.
Annual Salary Income Tax Return Processing
Prepare and support filing of annual employee salary income tax returns and statements across markets in scope: India: Form 16 (TDS certificate) and annual Form 24Q filing Australia (NSW/VIC): Income statements via Single Touch Payroll (STP) finalisation to ATO Japan: Year-end adjustment (nenmatsu chosei) and Gensen Choshuhyo (withholding tax statement) Reconcile annual salary and tax data against monthly payroll records prior to filing. Distribute annual tax statements and certificates to employees within statutory deadlines. Escalate any data gaps or discrepancies to the Payroll Manager well ahead of filing deadlines.
Statutory and Non-Statutory Payments Calculate and process all statutory payments arising from monthly payroll across markets in scope: India: Provident Fund (PF), ESI, Professional Tax, Gratuity where applicable Australia (NSW/VIC): Superannuation Guarantee contributions, PAYG withholding, state payroll tax (NSW/VIC) Japan: Shakai Hoken, Koyo Hoken, Rosai Hoken, resident/income tax withholding Prepare payment instructions and remittance files and submit within statutory due dates for each country. Maintain evidence of timely payment (receipts, bank confirmations, filing acknowledgements) for audit purposes. Track statutory due dates on the regional filing calendar and flag upcoming deadlines proactively. Calculate and process non-statutory payments in India such as food coupon top up, PF Admin Fee, and new meal cards.
Statutory Compliance by Market Monitor, interpret, and ensure compliance with local statutory payroll requirements across markets in scope: India: Provident Fund (PF), ESI, Professional Tax (state-specific), Gratuity, Labour Welfare Fund Australia (NSW/VIC): Superannuation Guarantee, Single Touch Payroll (STP), PAYG withholding, state-based payroll tax, Fair Work Act entitlements Japan: Shakai Hoken, Koyo Hoken, Rosai Hoken, resident/income tax withholding, year-end adjustment (nenmatsu chosei) Track legislative changes across markets in scope and translate them into process or system updates. Partner with local tax or legal advisors and in-country finance teams to validate statutory interpretations. Maintain awareness of state and prefecture-level variance.
Governance, Controls, and Risk Management Apply regional governance frameworks and standardized SOPs defined by the Payroll Manager. Operate within the control ownership model (approvals, segregation of duties, statutory filing sign-off matrix). Maintain statutory filing calendars and support internal and external audits and statutory authority reviews. Identify and report compliance risk items into the regional risk register.
Vendor, Stakeholder, and Documentation Management Manage day-to-day relationships with in-country payroll vendors, agencies, and BPOs across markets in scope, holding them to statutory SLAs. Serve as operational point of contact for statutory queries from Finance, Legal, HR, and auditors. Maintain country-specific statutory compliance calendars and centralized knowledge repository. Produce governance reporting including compliance dashboards, audit status, and risk heat maps. Provide backup support to the counterpart Payroll Specialist based in Malaysia for Malaysia, Singapore, Vietnam, Hong Kong, and Indonesia.
Key Performance Indicators 100% on-time and accurate monthly payroll processing across all markets in scope. 100% on-time filing of annual salary income tax returns and statements. 100% on-time statutory payments with zero late-payment penalties. Zero material audit findings related to statutory compliance or processing errors.