Job Description

Key responsibilities

Payroll preparation and processing

- Support payroll processing across assigned countries, entities, and payroll cycles in line with agreed calendars and deadlines.

- Collect payroll inputs from HiBob and business teams, including new hires, leavers, salary changes, variable payments, benefits, deductions, leave, and other employee changes.

- Extract, clean, validate, and format employee and payroll data from multiple sources into templates required by ADP Celergo and other payroll providers.

- Upload or submit accurate payroll input files and complete pre-processing checks before payroll cut-off dates.

- Review payroll outputs against source data, prior periods, and agreed control totals; investigate discrepancies and escalate material issues promptly.

- Support off-cycle payments, corrections, and retroactive adjustments under the direction of the Global Payroll Manager.

- Maintain accurate payroll records, checklists, trackers, and supporting documentation.

Data, reconciliation and reporting

- Reconcile payroll inputs and outputs, identify variances, and maintain clear evidence of completed checks.

- Prepare payroll reports, journals, funding information, and audit support for review by the Integral Payroll Manager and Finance.

- Monitor data quality between HR, payroll, and finance systems and follow up on missing, inconsistent, or incomplete information.

- Use Excel to organize and analyze large data sets, including lookups, formulas, pivot tables, and data validation tools.





- Handle payroll and employee data securely and in accordance with data privacy and confidentiality requirements.

Stakeholder and provider support

- Work with HR, Finance, managers and external providers to obtain complete and accurate payroll information on time.

- Respond to routine payroll queries clearly and professionally, referring complex, sensitive, or technical matters to the Global Payroll Manager.

- Track outstanding actions with payroll providers and internal teams and support the timely resolution of operational issues.

- Build effective working relationships across countries, cultures, and time zones.

Processes, systems and improvement

- Learn and use HiBob, ADP Celergo and other payroll platforms to support day-to-day payroll operations.

- Follow documented payroll processes, controls, and approval requirements, escalating exceptions and potential risks.

- Maintain process notes, payroll calendars, templates, and job aids so activities can be completed consistently.

- Suggest practical improvements to data collection, templates, controls, and workflows to reduce manual effort and improve accuracy.

- Support system testing, payroll migrations, and process changes as required.

Qualifications

Experience and qualifications





Essential

- 1+ years of experience with Payroll processes.

- B2+ Level of English

- Practical payroll processing or payroll administration experience, with a sound understanding of payroll inputs, outputs, deadlines, and reconciliations.

- Strong Excel and data manipulation skills, including the ability to extract, clean, compare, validate, and format data from multiple sources.

- High level of accuracy, numeracy, and attention to detail when working with sensitive, high-volume data.

- Ability to learn new payroll and HR systems quickly and follow structured processes and controls.

- Strong organizational skills and the ability to manage competing priorities within fixed deadlines.

- Confidence in investigating discrepancies, solving operational problems, and escalating issues appropriately.

- Clear written and spoken English, with the ability to work effectively with international colleagues and providers.

Desirable

- Experience in a multinational, shared services, or multi-entity environment.

- Experience using ADP Celergo, another ADP payroll product, HiBob or a comparable HR/payroll platform.

- Experience working with outsourced payroll providers or preparing payroll input files for third-party processing.

- Exposure to payroll-to-finance reconciliations, journals, funding reports, or payroll implementation projects.

- A relevant technical, professional, or university qualification in payroll, accounting, finance, business administration, or human resources

📌 Junior Payroll Specialist (Bogotá)
🏢 Kaplan Languages Group
📍 Bogotá