Payroll & Billing Coordinator

Licensed sponsor Warwick Full-time Posted 20 hours ago

About Stipenda

Stipenda is an established, UK-based Employer of Record (EOR) and international employment solutions provider, helping businesses employ and manage people across the world.

With over 15 years of experience, we specialise in international payroll, HR and employment compliance, enabling our clients to expand into new markets without the complexities of establishing local entities.

Working with our international network of in-country teams and partners, we combine global expertise with a practical, personalised approach to delivering reliable and compliant employment solutions.

At Stipenda, we pride ourselves on building strong client relationships, providing responsive support and maintaining high standards of accuracy and service.

About the Role

We are looking for an organised, proactive and detail-oriented Payroll & Billing Coordinator to join our Operations team.

Reporting to the Operations Manager, you will play a key role in coordinating our international payroll and client billing activities, ensuring employees are paid accurately and on time, client invoices are prepared correctly and all related financial transactions are completed and reconciled.

You will take ownership of the monthly payroll and billing cycle, working closely with our international in-country payroll teams, internal colleagues and clients to ensure processes run smoothly and deadlines are consistently met.

This is a varied, hands-on position offering a good level of independence and responsibility. It would suit someone with experience in payroll administration, invoicing or finance operations who enjoys working with numbers, managing processes and resolving discrepancies.

Key Responsibilities:

Payroll Coordination

Collect, review and validate monthly payroll inputs, including salary changes, bonuses, expenses, deductions and other adjustments.
Ensure payroll information is accurate, complete and submitted to our in-country payroll teams within agreed deadlines.
Coordinate monthly payroll processing across multiple countries, liaising with international payroll teams and partners.
Review completed payroll reports against submitted inputs, identifying discrepancies and coordinating any necessary corrections.
Ensure payroll approvals are obtained and supporting documentation is accurately maintained.

Payroll Reconciliation & Payments

Reconcile monthly payroll reports, including employee net pay, employer costs and statutory liabilities.
Prepare and coordinate employee salary payments, ensuring accuracy and adherence to payment deadlines.
Arrange payments of payroll-related liabilities, including taxes, social security contributions and other statutory obligations, in accordance with internal approval procedures.
Monitor payment status and investigate discrepancies or failed payments.
Upload and securely distribute employee payslips within agreed timescales.
Maintain accurate records of payroll reconciliations and completed payments.

Client Invoicing & Billing

Prepare and issue monthly client invoices, ensuring payroll costs, employer liabilities and service fees are accurately reflected.
Reconcile client invoices against payroll reports and supporting financial information.
Investigate and resolve invoicing discrepancies.
Maintain accurate billing records and ensure invoices are issued within agreed deadlines.
Respond to client and internal billing queries professionally and promptly.

Operational Coordination

Maintain monthly payroll and billing schedules, ensuring all key deadlines are met.
Liaise with international payroll partners and internal colleagues to resolve operational queries.
Maintain accurate records of payroll submissions, approvals, reconciliations, invoices and payments.
Provide regular updates to the Operations Manager on payroll progress, outstanding issues and upcoming deadlines.
Escalate complex issues, discrepancies and operational risks appropriately.
Identify opportunities to improve the efficiency and accuracy of payroll and billing processes.
Support other operational and finance administration activities as required.

About You

We are looking for someone who is reliable, methodical and comfortable taking ownership of their work. You will have excellent attention to detail, strong organisational skills and the confidence to manage recurring monthly processes independently.

Essential Skills & Experience

Previous experience in payroll administration, invoicing, billing, finance operations or a similar role.
Strong numerical skills and confidence working with financial information.
Excellent attention to detail and the ability to identify and investigate discrepancies.
Good working knowledge of Microsoft Excel and confidence using financial or payroll systems.
Strong organisational and time-management skills, with the ability to manage multiple deadlines.
A proactive, practical approach to problem-solving.
Good written and verbal communication skills.
Ability to work independently while recognising when to seek guidance or escalate issues.
A high level of professionalism and discretion when handling confidential employee and financial information.

Desirable Experience

Experience working within an Employer of Record (EOR), international payroll or global employment environment.
Familiarity with payroll reconciliations, employee payments and statutory liabilities.
Experience preparing client invoices or working within a billing function.
Experience coordinating processes with external providers or international teams.
Experience working with multiple currencies.

What Makes Someone Successful in This Role?

The ideal candidate will be someone who

Takes pride in delivering accurate work and meeting deadlines.
Enjoys working with numbers, investigating discrepancies and ensuring everything balances.
Is organised, dependable and comfortable managing multiple priorities.
Communicates confidently and professionally with colleagues, clients and international partners.
Takes ownership of tasks and follows them through to completion.
Remains calm and focused during busy monthly payroll periods.
Understands the importance of accuracy, confidentiality and timely payments.

Why Join Stipenda?

At Stipenda, you'll become part of a business operating at the heart of international employment, supporting clients and employees across multiple countries.

You'll have the opportunity to develop your knowledge of international payroll, billing and Employer of Record services while working closely with experienced colleagues and international partners.

This role offers a balance of independent responsibility, teamwork and professional development, with the opportunity to make a meaningful contribution to our day-to-day operations.

If you're organised, numerically confident and enjoy taking ownership of processes where accuracy really matters, we'd love to hear from you.