Payroll & Benefits Specialist - US, Canada & UK

Overview

A rapidly growing organization in the commerce-enablement and fulfillment services sector is seeking a Payroll & Benefits Specialist to manage payroll accuracy, benefits administration, and compliance across the United States (with a focus on California), Canada, and the United Kingdom. This role is critical to ensuring regulatory compliance and delivering a positive experience for employees, including those joining through acquisitions.

Responsibilities

Payroll Administration

• Accurately enter, maintain, and process payroll data including wages, bonuses, commissions, paid time off, and deductions for employees in the US (including California), Canada, and the UK
• Prepare and review weekly and semi-monthly payroll cycles for approval, ensuring timely and accurate processing across all jurisdictions and pay frequencies
• Conduct regular audits of payroll data to ensure accuracy, compliance, and data integrity
• Reconcile payroll registers, tax withholdings, benefit deductions, and payroll-related journal entries
• Support year-end compliance reporting such as W-2s, T4s, and UK P60s, and manage associated regulatory filings
• Ensure adherence to California wage and hour laws (meal/rest breaks, overtime, final pay), Canadian federal and provincial requirements (CPP, EI), and UK PAYE, National Insurance, and HMRC obligations
• Support payroll onboarding for acquired employee populations, including data migration and system setup

Benefits Administration

• Administer and maintain employee benefits programs across the US, Canada, and UK, including health, dental, vision, disability, life insurance, and retirement plans
• Maintain 401(k) records for US employees; support workplace pension auto-enrollment and administration for UK employees; administer Canadian benefits including RRSP contributions and provincially compliant structures
• Track and monitor short-term disability claims in the US and support statutory entitlements in the UK (SSP, SMP, SPP) and Canada
• Reconcile benefit deductions with vendor invoices to ensure timely and accurate payments
• Support annual open enrollment, life event changes, and benefits transitions for newly acquired employees
• Support year-end benefits compliance reporting including 1095-Cs, RRSP receipts, and UK P11Ds

Employee Support and Communication

• Serve as the first point of contact for employee inquiries related to timekeeping, attendance, payroll, and benefits across all three countries
• Deliver payroll and benefits information during new hire orientation and assist with onboarding, including for employees joining through acquisitions
• Collaborate with HR and internal stakeholders to resolve employee concerns and provide accurate, timely information
• Develop and maintain strong relationships with third-party vendors and service providers

Process Improvement and Compliance

• Create and maintain Standard Operating Procedures (SOPs) for payroll, benefits, and related administrative processes
• Ensure compliance with all applicable federal, state, provincial, and local payroll and benefits laws and regulations
• Support HRIS implementations, system upgrades, and process automation initiatives, including acquisition integrations
• Contribute to continuous improvement efforts across HR and payroll functions

Other Duties

• Perform other payroll and benefits-related tasks as assigned

Requirements

• Bachelor's degree in Human Resources, Business, Accounting, or related field
• Minimum 2 years of payroll and benefits experience, including with hourly and non-exempt employees
• Hands-on experience with California payroll and wage/hour compliance
• Experience processing Canadian payroll including CPP, EI, and provincial tax requirements
• Experience with UK payroll operations including PAYE, National Insurance, and HMRC compliance
• Proficiency in Microsoft Office Suite, especially Excel
• Experience with Workday and ADP or similar HRIS and payroll systems
• High attention to detail and strong organizational skills
• Clear and confident communication skills to support employees at all levels across multiple countries
• Ability to manage competing priorities and meet deadlines in a fast-paced, high-growth environment
• Comfortable working in a growth-stage organization with evolving processes and broad ownership

Preferred Qualifications

• Payroll certification such as FPC, CPP, or UK equivalent
• Experience supporting payroll and benefits transitions through mergers or acquisitions
• Familiarity with Canadian and UK statutory leave entitlements and employer obligations
• Strong analytical skills and understanding of multi-country benefit plan administration

Location

This role involves managing payroll and benefits compliance across the US (with emphasis on California), Canada, and the UK.