Payroll Specialist

Role Overview

• Lead the monthly input and processing of Ideagen payrolls across India and Malaysia using Workday, our people management system.
• Manage payroll operational calendars to ensure all processing deadlines are met consistently across both countries.
• Act as the primary point of contact for all India and Malaysia payroll queries from employees, managers and the People team.
• Manage relationships with outsourced payroll service providers, ensuring accuracy, timeliness and contractual compliance.
• Oversee data entry and administration of all payroll-related activities, maintaining confidentiality and accuracy throughout.
• Provide guidance to managers and the People team on the processing of payments, allowances and benefits in line with local legislation.
• Ensure all third-party payments and regulatory reporting are completed accurately and on time.
• Review and approve bank files for employee payments in line with authorization protocols.
• Process monthly payroll changes including starters, leavers, salary adjustments and statutory changes.
• Participate in cross-training with the wider India-based Finance team to ensure knowledge sharing, process documentation and payroll cover capability across the regional function.
• Maintain up-to-date process documentation to support audit readiness and operational resilience.
• Proactively identify opportunities to improve, streamline or automate payroll processes in line with Ideagen's transformation agenda.
• Ensure accurate and timely payroll accounting during month-end close activities, including booking payroll journals, accruals, provisions, and related reconciliations in compliance with accounting standards and company policies.
• Support the global finance team by providing detailed headcount cost analysis, employee cost reporting, trend analysis, and variance explanations to aid budgeting, forecasting, and management decision-making.
• Perform monthly balance sheet reconciliations for payroll and employee-related accounts, identify and investigate open or unreconciled items, and proactively follow up with relevant stakeholders to ensure books are accurate and up to date.
• Prepare detailed monthly P&L variance analysis, highlighting key movements, cost fluctuations, and business drivers, and present findings to management with clear explanations and actionable insights.
• Collaborate closely with the India Finance team to support month-end close activities, statutory compliance requirements, accounting operations, audits, reporting deliverables, and other ad-hoc finance-related activities as required.
• Support internal and external audit requirements by preparing schedules, reconciliations, supporting documentation, and responding to audit queries related to payroll and finance operations.

Requirements

• Proven payroll experience, either in-house or with a third-party managed service provider.
• Detailed knowledge of India payroll legislation and Indian accounting (cost entries, month end accruals, Intercompany journals, reconciliations, month end task).
• Experience of managing India and Malaysia payrolls and secondment related compliances and accounting.
• Ability to handle confidential information with discretion and professionalism.
• Highly numerate with excellent attention to detail.
• Able to manage multiple payroll deadlines simultaneously in a fast-paced, growing organization.
• Confident communicating with stakeholders at all levels across Finance, People and the wider business.
• Advanced Excel proficiency with ability to leverage complex financial modeling and data analysis techniques.
• Experience of managing flexible employee benefits.
• Experience supporting payroll system implementations or transformation programmes.
• Familiarity with Workday or similar HRIS/payroll platforms.
• Experience working within a global or multi-country payroll environment.
• CA Intermediate or Qualified Chartered Accountant with 2–3 years of relevant experience preferred.
• MBA in Finance from a reputed/professional institution.
• ICWA/CMA or any other professional qualification in Finance and Accounting.
• Postgraduate degree in Commerce (M.Com) or equivalent finance-related qualification.

Benefits

• Benefits at Ideagen