Payroll & Expenses Specialist

Role Overview

• Apply necessary payroll changes to relevant platforms to ensure data is ready for review and approval by the Employer of Record (EOR) across multiple jurisdictions (UK, USA, PASSENGER, EOR, RO).
• Act as the primary payroll cover to ensure continuity of business operations.
• Prepare pension files and handle the monthly management of AXA benefits when they are processed through payroll.
• Lead the creation, administration, and internal communication regarding P11D forms, and assist with PAYE Settlement Agreement (PSA) data collection.
• Act as the go-to contact for all employee payroll-related questions.
• Oversee expense processing across Expensify, EOR platforms, and Navan.
• Monitor and track company policy allowances, approving expenses in strict accordance with internal guidelines.
• Input and update project codes and manager assignments within Expensify, actively seeking manager approvals when required.
• Manage financial coding, including accurate processing of VAT.
• Generate and distribute Navan utilization and expense reporting.
• Resolve everyday employee queries regarding the expense process.
• Collate, review, and track expenses on behalf of company credit card users, managing monthly communications and chasing cardholders for outstanding or completed reports.
• Manage credit card accruals and correct VAT codes upon receipt of material evidence.
• Prepare supplier aging reports and the weekly payment run for review by the Financial Controlling Associate.
• Collate tax documentation and expense data to support international operations (e.g. Romania tax compliance).
• Support our auditors with data across your areas of responsibility.

Requirements

• A baseline conceptual understanding of UK payroll (cycles, pension preparation, payrolled benefits admin, etc.), including employee and employer National Insurance, tax, and benefits processed via P11Ds. Direct hands-on payroll processing experience is not necessarily required.
• Comfortable navigating and managing tools like Expensify, Navan, or equivalent EOR/expense tracking software, along with working comfort in Excel or Google Sheets.
• Attention to detail, particularly around VAT coding, policy compliance, and data reconciliation.
• Regular day-to-day use of AI tools, with a habit of questioning and verifying AI-generated output rather than accepting it at face value.
• Excellent communication skills, with the ability to collaborate across multiple departments and support employees with empathy and clarity.

Benefits

• 25 days holiday per year plus the Christmas Shutdown (another 3-4 days)
• Premium medical care via Regina Maria
• Regular social gatherings with a monthly allowance for each employee
• Up to €1000 training budget per year
• €200 to spend on your home office
• €24 to spend on monthly team building activities
• Choice of workstation
• Ability to work for up to 3 months per year from any country in the world