Senior Associate - US, Canada & India Payroll

The Payroll Senior Associate is a critical compliance and finance operations role responsible for the accurate, timely, and compliant execution of payroll across HC Global’s operations in the United States, Canada, and India.

This position goes beyond routine payroll processing. You serve as the subject matter expert for payroll tax compliance, workers’ compensation administration, year-end reporting, and statutory employment documentation. The role requires a highly detail-oriented professional with strong US, Canada, and India payroll experience and a deep understanding of multi-jurisdictional compliance requirements. You will be responsible for such duties and responsibilities that are normally associated with your position, which include, but are not limited to the activities enumerated below:

·       Manages and executes end-to-end payroll processing for employees in the US, Canada, and India;

·       Ensures accuracy of salary, bonus, commission, benefit deductions, and statutory withholdings;

·       Reconciles payroll registers to the general ledger and support financial statement reporting;

·       In charge of working with payroll companies and PEO.

·       Monitors multi-province tax compliance, registrations, and agency notices by managing HC Global’s accounts;

·       Addresses and resolves tax agency inquiries, discrepancies, and audits;

·       Prepares and issues Records of Employment (ROEs) in compliance with Service Canada requirements;

·       Oversees Canadian year-end payroll processing, including T4 preparation and reconciliation;

·       Calculates and administers retirement-related payroll adjustments and statutory deductions;

·       Manages and maintains Workers’ Compensation accounts across all Canadian provinces in which HC Global operates;

·       Ensures provincial payroll tax compliance (CPP, EI, income tax, provincial levies) by working with the payroll company and HC Global consultant.

·       Leads full year-end payroll closing process across all jurisdictions;

·       Ensures timely issuance of all statutory forms (W-2, T4, etc.);

·       Reconciles payroll tax liabilities and ensures accuracy of year-end reporting;

·       Support finance in payroll accruals and financial statement disclosures.

·       Prepares and issues employment verification letters;

·       Provides payroll-related documentation for audits, immigration, and government reporting;

·       Maintains strict confidentiality and data security standards.

·       Leads payroll system improvements and automation initiatives;

·       Identifies process gaps and implements internal controls;

·       Ensures data integrity between payroll, HRIS, and accounting systems.

·       Supports the CFO on complex payroll-related financial analysis and projects;

·       Provides data analytics related to compensation, tax exposure, and cost forecasting;

·       Assists in policy implementation and cross-border payroll structuring;

·       Bachelor’s Degree in Accounting, Finance, or related field required;

·       Minimum 3 years of progressive, full-time payroll experience;

·       At least 2 years of hands-on US, Canada and India payroll experience required;

·       Strong working knowledge of federal, state/provincial, and local payroll regulations in the US, Canada, and India;

·       Demonstrated experience managing multi-state (US), multi-province (Canada), and India payroll tax compliance;

·       Experience administering payroll in the US, Canada, and India, including statutory deductions, tax filings, year-end reporting, and compliance with applicable labor laws;

·    Experience with Canadian payroll administration, including ROEs and Workers’ Compensation across multiple provinces, and India statutory compliance requirements (e.g., PF, ESI, PT, TDS);

·       Experience handling year-end payroll processes independently;

·       Must be available to work evening hours to ensure a minimum of two (2) hours of overlap with Eastern Standard Time (EST), particularly close to payroll processing dates (approximately four days per month), and be willing to extend working hours as needed during critical payroll processing periods. The standard work schedule is 3:00 PM to 12:00 AM Philippine Standard Time (PST), which may be adjusted based on business needs. This role is fully remote; however, there may be a requirement to report on-site as needed.

·       Exceptional attention to detail and accuracy;

·       Advanced proficiency in payroll systems and Microsoft Excel;

·       Understands the financial statement impact of payroll;

·       Strong analytical and reconciliation skills;

·       Proactive in identifying payroll compliance exposure;

·       Ability to manage confidential information with discretion;

·       Ability to work independently in a fully remote environment;

·       Strong written and verbal communication skills.