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Regional Payroll Operations Manager, North America

Safeguard Global

Safeguard Global

Accounting & Finance, Operations
Multiple locations
Posted on Thursday, June 13, 2024

About the company

At Safeguard Global, our vision is to forever transform the way people work around the world. We are a leading human resources and payroll outsourcing company with a mission to equip our clients to adapt to an ever-changing global marketplace. With more than 900 clients and 15 global offices, we enable organizations to hire, onboard and pay employees in more than 165 countries. Whether it's helping companies become multinational powerhouses or looking after organizations' payroll as they expand, Safeguard Global is here to help.

As a member of our team, you'll have the opportunity to work alongside motivated and dedicated individuals while prioritizing customer service. From communicating with our global clients, processing client payroll to handling day-to-day inquiries you will gain an incredible amount of experience and enhance your own professional skills through this position. Our team is committed to providing a high quality work environment that promotes team success and unity.

Job Description:

The Regional Operations Manager – North America will be in charge of the full cycle of the payroll process, client and team management. The list below provides a non-exhaustive overview of responsibilities.

Key responsibilities would include:

  • Management of all North American region payrolls and processing team. This includes our direct markets for Canada and United States, and our payroll partners across the Caribbean.

  • Establish and ensure high quality processes with customers:

    • Lead the implementation of new customer projects in coordination with our implementation team. Agree an implementation plan with customers and track key milestones. Produce project progress reports and leadership gap analysis on parallel executions;

    • Create and fully document online workflows for starters, leavers, new members and changes, and train team members;

    • Set up structured electronic input for clients through online templates and automatic upload interfaces;

    • Ensure payroll output checklists for team members to run to ensure complete and correct payroll output;

    • Support electronic transfer or online transaction with authorities and third parties;

  • Oversee the daily execution of payroll services:

    • Ensure all projects have an agreed schedule with clients and monitor progress against deadlines;

    • Ensure that all entries entered into the system are fully documented (documentation and comments stored in the overall system);

    • Ensure that all documents received from clients, authorities and third parties are stored in the Global system;

    • Ensure that all technical know-how and procedural documentation is stored in the Global system.

  • Act as the team's subject matter expert:

    • Continuous reading of different sources of legislation and payroll/labor/tax know-how. Train team members. Request changes to the IT team's systems and follow through to completion;

    • Provide consultation to client and team members on specific payroll, employment law or employment taxation issues;

    • Collect requests from team members and call/ask/consult authorities, insurance, lawyers and tax advisors for specific complex cases;

  • Increase the level of integration with clients:

    • Continually implement new procedures and services for clients (check-in/out interfaces, time and attendance, expense management, etc.);

    • Ensure that customers progressively use more and more of our reports and tools;

    • Progressively take on additional human resources administration tasks for customers;

    • Monitor client-side efficiency and propose changes to client processes on their side;

  • Plan and organize the workload of the team:

    • Assign client projects to different team members;

    • Plan assignments to avoid overloading or overtime of team members;

    • Ensure that client-specific knowledge is supported among different team members;

    • Plan team vacations and leaves of absence ensuring continuity and backup;

  • Oversee client satisfaction:

    • Organize and conduct regular meetings with all client stakeholders: local HR, global HR and finance;

    • Ensure customers complete quarterly satisfaction survey;

    • Gather customer issues and concerns into a Problem List - Action Plan, follow up to competency and feed back to customer stakeholders;

  • Improve the company's systems and processes:

    • Propose improvements to payroll processes and internal processes to Management team;

    • Gather requirements for new views, reports or system functionality from team members, prioritize, transfer to IT team and track through to implementation;

  • Staff, train, grow, motivate and retain team members:

    • Anticipate the need for additional resources and follow up with Finance for budget approval and with Human Resources until recruitment is finalized;

    • Onboard new team members and ensure an ongoing training program by both other team members and global teams;

    • Propose promotions and transfers/assignments to other teams to the Direct Manager and HR team members;

    • Continuously gather feedback from team members and identify potential areas of concern;

  • Ensure compliance with policies and business protection by team members:

    • Monitor team members' compliance with GDPR, Business Continuity and other company policies;

    • Ensure that no sensitive data is stored on local team members' laptops or computers, and that all computer information is backed up;

  • Ensure the correct invoicing and margin of the project:

    • Collect and report ordinary and extraordinary billing items to Finance. Review invoices prepared by Finance if requested;

    • Identify opportunities for new services in existing customers and report to the commercial team;

    • Assist the commercial team in establishing correct pricing by providing information on resources and timelines required for each project;

    • Ensure that all team members fill out internal entries timely.

Experience requirements:

  • US and/or Canada Payroll experience, at least 7 years;

  • In depth country payroll knowledge and skills, a distinct advantage;

  • In depth understanding of in-country taxation;

  • Ability to analyze tax issues, related facts and circumstances and recommend solutions;

  • Knowledge of Annual Processes and Reporting;

  • Ability to communicate effectively both verbally and in writing;

  • Ability to present upwards to management and downwards to team;

  • Knowledge of Microsoft® Word and Excel;

  • Knowledge of Payroll and Tax software.

Skill Requirements:

  • Be motivated and have the ability to achieve pre-established goals with good organizational, planning and prioritization skills, including the ability to learn;

  • Excellent communication skills both written and verbal;

  • Ability to operate in a structured and organized manner;

  • Aptitude for analytical thinking in creating solutions;

  • Customer service skills.

  • Hard understanding of in country taxes ;

  • Ability to analyze tax issues, related facts and circumstances and recommend solutions;

  • Knowledge of Annual process and Reports;

  • Ability to communicate effectively both verbally and in writing;

  • Knowledge of Microsoft® Word, and Excel;

  • Knowledge of Payroll and Tax software.

At Safeguard Global, we are committed to providing an environment of mutual respect where equal employment opportunities are available to all applicants and Guardians.

At Safeguard Global, we are committed to providing an environment of mutual respect where equal employment opportunities are available to all applicants and Guardians.