Payroll & HR Administrator

Company Description

About Publicis Groupe

Publicis Groupe is one of the largest advertising agency holding companies in the world and a global leader in marketing communications and digital transformation. Driven by data, cutting-edge technology, and creativity, our solutions enable brands to provide customers with tailored experiences on a large scale. We utilize the Power of One operating model to integrate and develop competencies that create increasing business value for current and future clients. We are present in more than 100 countries and employ over 90,000 professionals. In Poland, Publicis Groupe includes world-renowned agencies such as Saatchi & Saatchi, Leo Burnett, Zenith, Starcom, and LiquidThread, among others.

About Publicis ReSources

Publicis ReSources is the backbone of Publicis Groupe, the world's most valuable agency group. We are the only full-service end-to-end shared service organization in the industry, enabling Groupe agencies to innovate and transform for their clients.

Formed in 1998 as a small team to service a few Publicis Groupe firms, Publicis ReSources has grown to 5,000 employees in over 66 countries. We provide technology solutions and business services, including finance, accounting, legal, benefits, procurement, tax, real estate, treasury, and risk management.

Overview

The role of Payroll, is to client focused and high service attitude is of the utmost importance.

Department of 4 payroll/HR Admins who are responsible for the management, processing and control of up to 4 payrolls in varying sizes for internal clients (circa 1500 employees).

The roles requires you to attend review meetings with the Agencies (our internal clients), where issues and projects are worked on as a team.

There is regular interaction with various in house teams – finance ops, tax, accounting etc to ensure they have all salary related and tax calculations data when necessary.

An important part of the role is a practical, technical and an in-depth understanding of tax rules and an ability to produce manual calculations as and when required by senior management.

The role requires a constant review of processes, staff performance and systems to ensure that the payroll is up to date at all times, ie there is delay in updating the payroll system.         

Responsibilities

Payroll

• Manage process between Payroll provider and the Agencies for the payroll
• Ensure all payrolls are approved before BACS payments are released
• Year end information
• Manage auditors requests both internal and external.
• Together with your team maintain Permanent Payroll Data for New Employees.
• Review data for completeness, inconsistencies, etc. and enter employee data into payroll system
• Enter & process termination pay
• Update payroll data in the payroll system. Provide monthly payroll preparation timetable to Agency.  Send Payroll Report to Agency. Send the information to treasury to make the salary payments. Prepare payroll returns and/or statements of benefits, as required by local laws
• Prepare payments to pension fund and/or other relevant authorities, as applicable. Check and reconcile all payroll associated journals entries received from the payroll provider
• Prepare employee master data on the basis of employee contracts received from the agencies. Update employee master data on the basis of changes communicated by agencies, and submit to payroll provider. Reconciliation of Career Settings data and payroll DB
• Provide SSC with details of employee benefits, including copy of relevant agency, brand and/or Groupe approvals. Maintain employee benefits data
• Obtain approval from Agency as necessary before processing employee benefits
• Process approved employee benefits as required
• Provide HR advice in respect of compliance with country regulations & employment laws, as requested by Agency
• Provide Assistance – Work Permit Applications. Apply for work permit as requested
• Where applicable, notify Agency when renewal of work permit is becoming due
• Where applicable, renew work permit as requested
• On request provide assistance to individuals
• Provide assistance in termination process, as requested. Assistance to individual and collective dismissals and related negotiations

HR Admin

• Maintenance and updating of permanent data for all employees
• Checking all salary changes are approved on HRIS
• Checking approvals for increases and hiring
• Prepare employee contract, certificates of employment, personnel files, certificates for employees
• Preparation of documents for foreigners and contact with the office, work permits
• Maintain permanent payroll data for new employees
• Enter data for leaving employees

Client

• Communication with the agencies: improve the quality of communication of timetables, alerts on upcoming payroll events such as yearend.  Individual mails to agencies to develop relationships have been implemented
• Meet with agencies on a regular basis to ensure we are delivering the best service possible and to review any potential risks.
• Roll out any improvements to templates, forms, working instructions as necessary.  All improvements to be applied to all agencies consistently.

Qualifications

• At least 2-5 years experience
• Bachelor degree in economics or human resources
• Fluent in English
• Experience in Share Service Centre preferable
• Experience with Human Resources Information & Payroll Systems.  
• Very good knowledge of local labour and payroll legislation