Role Overview
Responsible for managing the whole temp payroll process of Hays business.
Maintenance of temp jobs in Great Plaines (GP) and Hays Online Timesheet (HOT)
- Setting up new jobs in GP and HOT per legitimate contract and other information provided by CAT (Contracting Administration Team)
- Updating jobs in GP and HOT for any changes such as pay/bill rates, invoice contact, social insurance premiums, overtime calculation, etc. per confirmation provided by CAT through Split List, etc.
Maintenance of temp employees in PCA (payroll software) and other HR/Payroll record
- Setting up new temp employees in PCA per legitimate contract and other information provided by CAT
- Updating temp employee's data in PCA for any changes such as pay/bill rates, address, bank account, social insurance premiums, etc. per confirmation provided by CAT through Split List, etc.
- Maintenance of master record, Employee List, to reflect correct job information and disable finished jobs
- Administration of employee benefit, i.e. online discount, Relo Club, to enroll and cancel relevant employees
Payroll
- Calculating payroll reflecting correct payments and deductions per gross calculation finalized by CAT
- Processing irregular payroll adjustments per confirmation provided by CAT
- Sending PDF pay slips to all temp employees to correct email addresses
- Processing retirement allowance/payment to non-residents as required including preparing the payment certificate (源泉徴収票・支払調書)
- Processing and managing the process of year-end tax filing
Sales invoicing and margin report
- Issuing sales invoices via Hays system (GP and HOT) and sending to clients via post and/or email, and via non-Hays Vendor Management System (e-staffing, ariba, etc.)
- Processing irregular invoice adjustments and reinvoicing per confirmation provided by CAT
- Submitting margin report to Accounting team after ensuring all irregular adjustments are processed
- Posting GL batches in GP liaising with Accounting team
- Conducting Balance Sheet Reconciliation for Temp WIP account
Social insurance
- Processing enrolment of starters and cancellation of leavers
- Assisting temp employees to add or cancel dependents
- Reviewing social insurance premiums for temp employees as required by legislation
- Submitting the record of bonus paid to health insurance union and pension office
- Assisting temp employees with health check and maintaining the record to submit the annual report to the labor office liaising with HR team
- Processing invoice payments for health check by getting purchase orders approve and forwarding the payment request to Accounting team
- Processing maternity and childcare leave including monetary benefit from health insurance union/Hello Work office and exemption of premium payment
- Processing family-care leave including monetary benefit from Hello Work office
- Processing worker's compensation when required
- Processing changes of name/address to health insurance union and pension office
- Processing payment of health insurance benefit money to employees once received from health insurance union
Service delivery & critical processes
- Ensure adherence to Hays policies, procedures, recruitment methodology and service delivery standards
- Ensure adherence to all current legislative requirements, including but not limited to, Privacy, Anti - discrimination, Anti - harassment, Equal Employment Opportunity and Immigration as outlined in the Critical Processes and Hays policies
- Work continuously to uphold and improve the quality of service provided to both internal and external customers
- Engage, direct and support employees to contribute to the effectiveness of Hays Service Delivery systems and ISO certification
- Identify and escalate areas for improvement in the service we provide
Qualifications
- Minimum 2 – 3 years of office/payroll experience
- Intermediate knowledge of Microsoft Office including Work and Excel
- Native level of Japanese, business level of English
- Effective communication and interpersonal skills
- Work effectively with other teams including but not limited to Accounting, CAT, and HR to deliver team objectives
- Patience and flexibility to work in manual process where not covered by Hays current systems and to resolve potential system issues liaising with IT team to achieve the tasks
- Represents the company and team in a professional manner at all times to internal and external customers, demonstrating exceptional customer service
