【Position Summary】
The Payroll & Benefits Specialist is responsible for end-to-end coordination and execution of payroll, benefits, and statutory processes in Japan.
While payroll calculations and certain statutory processes are outsourced to external vendors, this role owns data preparation, validation, issue resolution, and vendor coordination, ensuring accuracy, compliance, and timely execution of all payroll-related activities.
This is a highly critical operational role acting as a key bridge between Finance, People(HR), and external vendors.
【Key Responsibilities】
1. Payroll Operations & Coordination
•Prepare and validate all payroll input data:
oNew hires, leavers, LOA, salary changes, bonuses, commissions
•Manage monthly payroll cycle in coordination with payroll vendors
•Process payroll-related payments:
oSalary, bonus, incentive, deferred cash, commissions
oSign-on, buy-out, contractor payments
oTaxes (income tax, inhabitant tax) and social security payments
•Handle off-cycle payments:
•Ensure data accuracy and resolve discrepancies before payroll processing
•Support statutory reporting:
oPayment records, tax reports, year-end filings
•Maintain internal payroll tracking and documentation
2. Social Insurance & Labor Compliance
•Manage end-to-end processes for:
oSocial insurance (health, pension)
oLabor insurance and employment insurance
•Handle life-cycle events:
oHire, termination, salary change, dependent updates
•Coordinate filings and reporting with external authorities:
oLabor Standards Office, Pension Office, Hello Work
•Support compliance requirements (e.g. Article 36, annual reporting)
3. DC Pension (Defined Contribution Plan)
•Register and manage DC contribution elections
•Handle onboarding/offboarding processes
•Coordinate with vendor
•Manage statutory reporting and compliance requirements
4. HR Operations (Employee Life Cycle Support)
•Onboarding:
oEmployee documentation, Payroll System registration, orientation
•Offboarding:
oExit process, final payments, documentation
•Employee support:
oPayroll/benefits inquiries
oEmployment certificates
5. Benefits Administration
•Manage vendor-based benefit programs:
oInsurance
oRelo Club
oCorporate housing
•Coordinate enrollment, updates, and reporting
•Manage employee benefits communication
6. Vendor & Stakeholder Management
•Act as primary contact for:
oPayroll vendor
oSocial insurance vendor
oTax advisors
oBenefits vendors
•Coordinate data, timelines, and issue resolution
•Ensure accountability across stakeholders
7. Finance Coordination & Controls
•Support accounting and reporting processes:
oVoucher uploads
oMonthly closing
oPayroll-related reconciliations
oInternal and external reporting related to Payroll & Benefits
•Ensure alignment between payroll data and financial records
