EMEA Implementation Coordinator

Edinburgh, Scotland — EMEA Projects

PRIMARY FUNCTION

Working with EMEA partners to deliver payroll to EMEA customers in a timely manner and undertaking associated administrative tasks.

ROLES & RESPONSIBILITIES

Principal Duties

  • Providing assistance with payroll implementations and keeping an overview of their status
  • Reviewing the payroll implementation checklists on a monthly basis to ensure completion and chase up where necessary. Updating Global Payroll Implementation Manager of status each week.
  • Providing support to ensure accurate and timely processing of the payroll implementation in accordance with company procedures and customer requirements
  • Completing payroll implementation check sheets where relevant to the work being carried out in line with SAS70 audit requirements
  • Gathering and collating data and information from customers
  • Providing support to the payroll teams and Payroll Implementation Lead during implementation process
  • Handling queries regarding activpayroll’s services from potential new customers
  • Assisting with the processing of UK Payrolls in the implementation stages
  • Responsible for accurate inputting of payroll information into reconciliations
  • Ensuring comprehensive payroll records are kept, both paper and electronic
  • Completion of checkers checklist
  • Preparation of daily BACS file
  • Creating and ensuring that customers payroll manuals are relevant, up-to-date and used at all times
  • Accurate time recording and payslip head count, to enable invoice procedure
  • Ensure compliance with data protection regulations
  • Answering queries from employees, customers and partners as required
  • Preparation of proposals, commercials, RFP & RFQ’s as directed by the Global Payroll Implementation Manager
  • Provide administrative support to the Implementation and EMEA Departments
  • Co-ordinate all project conference calls when required
  • Co-ordinate monthly partner governance calls when required
  • Run the internal partner action logs, ensuring all issues and concerns are captured by the team
  • Preparation of payroll calendars and checklists
  • Compliance with company procedures
  • Ensuring all monthly paperwork is completed accurately and on time
  • Undertake non-routine, complex project-type work requested by customers
  • Ensuring compliance with data protection regulations
  • Administration of standard contracts and schedule of rates for new customers
  • Administration, creation and maintenance of Country Payroll Tax Overviews
  • Administration of contracts for existing EMEA customers as the scope of work and numbers of countries changes
  • Communicating and escalating the contract process when standard contracts require negotiated and changed. Providing to the Head of Operations any request for contractual contract amendments.
  • Providing administration support to the EMEA Accounts Co-ordinator as and when required. This can involve providing support with the creation and approval of invoices.

Service Excellence

  • Creation of Payroll Manuals ensuring information is accurate at all times
  • Maintain communications with customers, employees and 3rd party vendors in an efficient and timely manner
  • Ensuring that payroll payment submissions are made in accordance with the agreed schedule
  • Responding efficiently to all queries from client via email and telephone
  • Ensure that any issues/problems are raised with the EMEA Implementation Team Lead
  • Ensure that the Global Payroll Implementation Manager is kept informed of any issues or errors that should arise and CAR forms raised if applicable
  • Confirming customers and payroll partners adhere to agreed payroll calendars for data
  • Ensure the Global Payroll Implementation Manager is kept informed of any risks for delivering implementation and projects in the agreed timescales

Team Focus

  • Prioritisation of own workload on a day to day basis
  • Participation in team meetings
  • Submitting any relevant information that can be discussed at team briefs
  • Ensuring a safe working environment and raising any health & safety concerns immediately
  • Ensure compliance with data protection regulations
  • Provide support and guidance to the Senior EMEA Project Administrator

Commercial Awareness

  • Identifying any process improvement areas and highlighting to Global Implementation Manager
  • Showing initiative with new ideas
  • Identifying and highlighting to Global Implementation Manager, ad-hoc requests and opportunities for work that would incur additional fees
  • Ensure timesheets are accurately recording all work carried out and competed in line with company policies

Professional & Personal Development

  • Ensure that PPR objectives are reviewed with Global Implementation Manager regularly

Competencies

  • Proven numeric skills and must have financial background
  • A strong emphasis on accuracy and quality
  • Ability to multi task and to co-ordinate a series of different jobs concurrently
  • Pro-active approach to problem solving
  • Ability to work under pressure and to strict deadlines
  • Good level of IT literacy; familiarity with databases and current software packages
  • Competent oral and written communication skill, with ability to evaluate queries and advise customers in a timely and professional manner
  • A high level of personal drive and self-motivation with an ability to work under own initiative
  • A willingness to learn new tasks and be flexible
  • Customer-focused with a service-orientated approach
  • Ability to build relationships with customers and colleagues
  • Flexible and adaptable to work demands within the company
  • Ability to balance priorities to achieve results
  • A confident team player

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