Company Overview

The organisation operates through coordinated finance, HR, and business support functions that depend on reliable employee information and consistent administrative procedures. Its payroll activities support the employee lifecycle, from onboarding and compensation setup to changes in employment terms and final salary calculations when an employee leaves the organisation.

The company aims to maintain dependable payroll services by combining accurate data management, effective communication, clear approval processes, and timely completion of recurring administrative tasks. It values professionals who can manage detailed information carefully while working collaboratively across departments.

The successful candidate will join a working environment where employee records, payroll schedules, and financial documentation must be maintained to a consistent standard. The organisation encourages practical problem-solving, continuous improvement, and responsible handling of confidential information.

Role Summary

The Remote Payroll Specialist will coordinate payroll administration across relevant departments, ensuring that employee information is collected, verified, processed, and maintained accurately throughout the payroll cycle. The position combines payroll processing with HR coordination, employee record maintenance, payroll query management, and support for payroll-related reporting.

The specialist will work closely with HR colleagues to confirm onboarding details, contract changes, leave records, salary amendments, approved bonuses, and employee departures. In collaboration with finance, the role will also support payroll reconciliations, payment preparation, cost reporting, and the maintenance of appropriate accounting documentation.

This position requires an organised and service-oriented professional who can balance routine payroll deadlines with employee enquiries and changing administrative priorities. The successful candidate will be expected to maintain clear records, communicate issues promptly, and follow established approval procedures while working independently from a remote location.

Key Responsibilities

• Coordinate the collection and verification of payroll inputs from HR, finance, department representatives, and other authorised sources before each payroll cycle.
• Maintain accurate employee payroll records, including employment details, compensation terms, approved allowances, deductions, leave information, and changes affecting salary calculations.
• Process routine payroll activities according to the agreed payroll calendar, ensuring that information is complete and calculations are reviewed before final approval.
• Check new employee records and onboarding information to ensure that relevant payroll details have been entered correctly and the required documentation has been received.
• Process authorised changes to salary, working hours, employment status, bonuses, overtime, benefits, and other compensation-related arrangements.
• Coordinate payroll information for employees leaving the organisation, including final salary inputs, outstanding leave information, approved deductions, and other relevant adjustments.
• Liaise with HR to resolve missing information, inconsistent employment records, incomplete approvals, and discrepancies affecting payroll processing.
• Work with finance colleagues to verify payroll totals, coordinate payment preparation, maintain supporting accounting records, and investigate differences between payroll and financial reports.
• Assist with payroll-related tax reporting and statutory administration in accordance with current Estonian requirements and established internal procedures.
• Monitor payroll calendars and communicate upcoming deadlines to relevant stakeholders, helping ensure that required information is supplied on time.
• Respond to employee enquiries about payslips, payroll schedules, deductions, payment discrepancies, and the status of submitted payroll requests.
• Explain routine payroll procedures clearly and refer complex tax, legal, contractual, or employment questions to the appropriate specialist.
• Maintain a structured record of employee payroll changes, approvals, corrections, supporting documents, and communications relevant to payroll processing.
• Prepare regular payroll summaries, headcount-related reports, compensation schedules, and other information requested by authorised finance or HR stakeholders.
• Assist with monthly payroll reconciliations, period-end reporting, annual payroll documentation, and audit preparation.
• Review payroll data for duplicate entries, missing fields, unusual amounts, and other anomalies that may require investigation before processing.
• Protect confidential employee data and follow applicable data protection requirements when accessing, storing, transferring, or discussing payroll information.
• Support the improvement of payroll workflows, employee data collection templates, internal checklists, and communication procedures.
• Maintain awareness of changes to payroll processes and relevant employment requirements, ensuring that established procedures are followed and potential issues are escalated appropriately.
• Contribute to a reliable employee service by responding professionally, maintaining clear expectations, and following enquiries through to resolution.

Requirements and Qualifications

• Previous experience in payroll administration, HR operations, finance administration, accounting support, or a related role involving employee or compensation records.
• Understanding of payroll processing, employee data management, salary calculations, payroll deductions, and payroll documentation.
• Familiarity with the employment and payroll requirements applicable in Estonia.
• Experience coordinating information between HR, finance, employees, or department representatives.
• Proficiency in Microsoft Excel or Google Sheets and confidence working with structured employee and payroll data.
• Familiarity with payroll software, HR information systems, accounting platforms, or other business administration tools.
• Strong administrative organisation, with the ability to manage recurring tasks, employee requests, and time-sensitive payroll activities.
• Excellent attention to detail and the ability to identify missing information or inconsistent records before they affect payroll.
• Clear written and verbal communication skills, including the ability to handle employee questions professionally and discreetly.
• A strong service mindset and the ability to work collaboratively with colleagues across different functions.
• Good understanding of confidentiality, data protection, access permissions, and responsible handling of personal information.
• Ability to work independently in a remote environment while providing timely updates and maintaining reliable records.
• A qualification in human resources, accounting, finance, business administration, or a related discipline is an advantage.
• Professional proficiency in English is required; knowledge of Estonian is an advantage for local payroll documentation and employee communication.

Benefits

• Fully remote working arrangement within Estonia.
• Full-time, permanent employment with a defined payroll and HR coordination remit.
• Opportunity to develop expertise across payroll processing, employee records, finance operations, and HR administration.
• Regular collaboration with finance and HR colleagues, providing a broad understanding of employee lifecycle administration.
• Opportunities to improve payroll workflows, reporting practices, and internal service procedures.
• Professional development opportunities related to payroll systems, accounting administration, employment processes, and data management.
• A working environment that values accuracy, confidentiality, responsiveness, teamwork, and continuous improvement.

Application Instructions

Applicants should submit an up-to-date CV outlining their experience in payroll, HR administration, finance operations, or employee record management. Highlight the systems you have used, the types of payroll activities you have supported, and your experience coordinating information across departments.

Candidates should also describe their approach to managing confidential information, resolving data discrepancies, meeting recurring deadlines, and responding to employee enquiries. Relevant qualifications and familiarity with Estonian payroll processes should be included where applicable.

Applications will be reviewed based on relevant experience, organisational ability, attention to detail, communication skills, and readiness to work independently in a remote setting. Please apply through the official application channel associated with the vacancy and include only information necessary to assess your suitability for the role.

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