Company Overview

The organisation maintains a professional operating environment in which accurate financial records, responsible regulatory administration, and effective internal controls support day-to-day business activities. Its finance function works closely with HR and operational teams to maintain reliable employee records, process payroll information, and ensure that financial reporting is supported by complete and consistent documentation.

The company recognises that payroll accuracy extends beyond salary payments. Effective payroll administration also depends on appropriate recordkeeping, timely reporting, careful reconciliation, and the ability to respond to changing employment and tax requirements. It therefore seeks a detail-oriented professional who can combine practical payroll knowledge with a strong commitment to compliance and process discipline.

Role Summary

The Remote Payroll Specialist will focus on payroll accuracy, compliance-related administration, tax reporting support, and reconciliation activities for the organisation’s Estonia-based operations. The role will involve reviewing payroll data, checking calculations against approved employee records, preparing supporting schedules, and helping ensure that required payroll information is complete before reporting or payment deadlines.

The successful candidate will work with finance, HR, and relevant external service providers to resolve discrepancies, maintain appropriate documentation, and support payroll-related audits and internal reviews. The position is suited to someone who understands the importance of accurate records and can identify potential errors before they affect employees, financial statements, or regulatory submissions.

The specialist will also contribute to improving payroll controls and reporting procedures. This requires sound analytical skills, careful handling of confidential information, and the ability to distinguish routine processing issues from matters that require escalation to a qualified tax, legal, or payroll adviser.

Key Responsibilities

• Review payroll data before processing to confirm that employee details, compensation changes, deductions, and supporting approvals are complete and consistent.
• Assist with payroll calculations and validate applicable employee deductions, employer contributions, and tax-related amounts using current requirements and approved systems.
• Support the preparation, review, and reconciliation of payroll-related tax and employment reporting information for the relevant Estonian authorities.
• Monitor payroll reporting and payment deadlines, maintaining a schedule of required submissions, reviews, approvals, and supporting documentation.
• Reconcile payroll registers with accounting entries, bank payment information, payroll liabilities, and relevant general ledger accounts.
• Investigate differences between payroll calculations, accounting records, employee records, and reported amounts, documenting findings and coordinating corrections.
• Review payroll adjustments, including salary changes, bonuses, overtime, leave-related payments, benefits, and employee departures, to ensure that each change is properly supported.
• Maintain accurate records of payroll liabilities, statutory deductions, employer contributions, and other payroll-related balances.
• Prepare reconciliation schedules, payroll control reports, variance explanations, and supporting documentation for internal finance reviews.
• Assist with month-end and year-end closing activities by confirming payroll balances, preparing journal-entry support, and identifying outstanding payroll-related items.
• Maintain an organised audit trail for payroll transactions, corrections, approvals, calculations, and regulatory reporting activities.
• Support internal and external audits by retrieving requested records, explaining routine payroll procedures, and ensuring that supporting documentation is complete and accessible to authorised reviewers.
• Review changes to employee data and payroll master files to help prevent unauthorised amendments, duplicate records, and inconsistent information.
• Work with HR colleagues to clarify employment dates, compensation terms, leave records, contract amendments, and other information affecting payroll calculations.
• Monitor relevant changes in Estonian payroll, employment, and tax requirements and communicate potential operational implications to the appropriate internal stakeholders.
• Escalate complex tax interpretations, disputed employment matters, or unusual payroll cases to the responsible adviser or manager rather than making unsupported assumptions.
• Recommend practical improvements to payroll controls, reporting templates, reconciliation procedures, and documentation standards.
• Handle personal and financial data in accordance with applicable data protection requirements and the organisation’s confidentiality policies.

Requirements and Qualifications

• Relevant experience in payroll administration, payroll accounting, finance operations, tax administration support, or a related position.
• Good understanding of payroll calculations, payroll liabilities, accounting reconciliations, employee deductions, and supporting documentation.
• Familiarity with Estonian payroll taxation and reporting requirements, with the ability to work from current official guidance and established procedures.
• Experience preparing or reviewing payroll reports, reconciliation schedules, accounting entries, or compliance-related records.
• Proficiency in Microsoft Excel or Google Sheets, including formulas, lookups, data comparisons, and structured reconciliation work.
• Experience with payroll software, accounting systems, enterprise resource planning platforms, or financial reporting tools.
• Ability to investigate discrepancies systematically, identify likely causes, and document the steps taken to resolve them.
• Strong analytical thinking, numerical accuracy, and attention to detail.
• Understanding of internal controls, approval processes, record retention, and the importance of maintaining a reliable audit trail.
• Ability to organise work around fixed payroll and reporting deadlines without compromising accuracy.
• High ethical standards and sound judgement when handling confidential employee, tax, and compensation information.
• Strong written communication skills and the ability to explain reconciliation findings and payroll issues clearly.
• A degree, diploma, or professional qualification in accounting, finance, payroll, business administration, or a related field is beneficial.
• Professional proficiency in English is required; Estonian language skills are an advantage for reviewing local documentation and supporting communication.

Benefits

• Fully remote working arrangement within Estonia.
• Permanent employment in a role focused on payroll accuracy, compliance support, and financial control.
• Opportunities to deepen knowledge of payroll accounting, tax reporting, reconciliations, and audit preparation.
• Collaboration with finance and HR teams on processes that directly support employee payments and financial reporting.
• Exposure to payroll systems, control frameworks, and structured reporting procedures.
• Opportunities to contribute ideas that improve accuracy, documentation quality, and operational efficiency.
• A professional environment that values integrity, careful analysis, accountability, and continuous learning.

Application Instructions

Applicants should submit an up-to-date CV describing their payroll, accounting, reconciliation, or compliance-related experience. Please highlight relevant payroll systems, spreadsheet capabilities, experience preparing reporting documentation, and familiarity with Estonian payroll requirements.

Where possible, include examples of reconciliation work, discrepancies resolved, reporting responsibilities, or improvements made to payroll controls. Do not include confidential employee information or sensitive documents from previous employers.

Applications will be evaluated on technical payroll knowledge, accuracy, analytical ability, documentation standards, and the capacity to work independently in a remote environment. Please apply through the official application channel associated with the vacancy and provide information relevant to your qualifications and experience.

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