Payroll Specialist

Job description

At Qualtrics, we create software the world’s best brands use to deliver exceptional frontline experiences, build high-performing teams, and design products people love. But we are more than a platform—we are the creators and stewards of the Experience Management category serving over 18K clients globally. Building a category takes grit, determination, and a disdain for convention—but most of all it requires close-knit, high-functioning teams with an unwavering dedication to serving our customers.

When you join one of our teams, you’ll be part of a nimble group that’s empowered to set aggressive goals and move fast to achieve them. Strategic risks are encouraged and complex problems are solved together, by passing the microphone and iterating until the best solution comes to light. You won’t have to look to find growth opportunities—ready or not, they’ll find you. From retail to government to healthcare, we’re on a mission to bring humanity, connection, and empathy back to business. Join over 6,000 people across the globe who think that’s work worth doing.

Payroll Specialist

Why We Have This Role

Qualtrics is on the lookout for a proactive and collaborative EMEA Payroll Specialist to be based in our expanding Krakow office. They will serve as a liaison between employees and management, handling employee-related issues, and ensuring compliance with labour laws and company policies.

As Payroll Specialist, you are responsible for ensuring accurate, timely and efficient administration of payroll processing. This position will be part of our Global Finance team. Adaptability, maintaining confidentiality, and a positive approach will be paramount.

How You’ll Find Success

• Find efficiencies by automating payroll and other business processes to make process improvements.
• Takes initiative. Understands the expected outcome, gets the context, and then works entrepreneurially to get it done.
• Highly communicative and influences effectively, creating trust at the team level.
• Demonstrate strong attention to detail by accurately processing data and resolving discrepancies to ensure compliance with company policies and legal regulations.
• Collaborate cross-functionally with HR, Employee Relations and finance teams to support payroll audits, reporting and ongoing initiatives in a dynamic, fast-paced environment.

How You’ll Grow

• You will have the chance work independently within the Payroll team across all standard processes and have the chance to build new processes and improve existing ones.
• This role offers many development opportunities of other skills and competencies that will help you shape your future career path across finance or other functions.

Things You’ll Do

• Process assigned monthly payrolls, ensuring all employee data changes are accurate and processed timely
• Manage external payroll vendor services
• Manage the regional HR and benefits documentation requirements and be responsibility for liaising with providers and employees on such matters
• Work closely with the EMEA Total Rewards and Benefits team in order to ensure timely collection of data
• Conduct audits of data, changes and requests that come in to ensure compliance with company policies and and/or other regulations or legislation
• Manage annual returns and other statutory filings as they relate to payroll, payroll taxes and benefits
• Reconcile any payroll items, such as monthly, quarterly and annual reports
• Work with the Accounting Team to ensure that all payroll related journals have been accounted for correctly
• Promptly respond to inquiries and questions from employees; organise and coordinate payroll clinics for the region
• Ensure all restricted stock units (where applicable) information is processed correctly through the relevant country payroll
• Prepare payroll documentation
• Organize and coordinate new hires onboarding across EMEA
• Work with the Payroll Lead on ad-hoc payroll projects to improve employees’ experiences

What We’re Looking For On Your CV

• 2+ years experience processing payroll
• Good working knowledge of processing payrolls within a multinational environment
• Experience supporting Poland payroll is preferrable
• Experience of vendor management and working to/ implementing service level agreements with a proven track record
• Experience with Success Factors and payroll interfaces a plus
• Highly organized, with strong attention to detail and ability to manage multiple tasks simultaneously
• Strong customer-oriented attitude with a desire to deliver excellent results to employees and external stakeholders
• Tact, diplomacy and confidentiality
• Comfortable with a high-volume workload with the ability to multitask and prioritize as appropriate
• Ability to possess a European/Global mindset; sensitive to cultural diversity
• Fluent in English (written and spoken)
• Strong interpersonal and communication skills, with the ability to build positive relationships
• Desirable but not essential: Experience of global mobility including an awareness of tax and social security implications and requirements for employees on international assignments
• Bachelor’s degree (preferably in HR, accounting or a relevant related field)

What You Should Know About This Team

• We have fun while doing our best as a team in Finance. Our team is a group of driven individuals who are intelligent, organized, and dedicated.
• Goal-Oriented Approach: We pride ourselves on being a team that not only understands but also contributes to the achievement of the company’s primary objectives. Every single task we perform is aligned with these goals.
• Analytical Mindset: We are focused on providing timely and accurate data and analysis to help drive optimal business decisions in the organization.
• Multifaceted Roles: Our roles are not limited to administrative tasks. Instead, we have the opportunity to lead specific projects, improve processes, and drive team initiatives, allowing us to grow professionally.
• Collaborative Environment: Partnering with teams across different locations, we foster a culture where smooth communication and collaboration reign supreme. We work together to accomplish our goals and support the rapid growth of Qualtrics.

Our Team’s Favorite Perks and Benefits

• Annual Leave: 20 or 26 annual leave days per annum plus an additional day for each year of service (to a max of 5).
• Private Medical Insurance- Luxmed health & dental cover for you and your dependents.
• Commuter Assistance- Up to the value of 80 PLN net a month for public transport.
• Savings Plan- Two company saving plans provided by Nationale Nederlanden: Employee Capital Plan (PPK) & Employee Saving Plan (PPO)
• QED PROGRAM- Qualtrics Engineer Development (QED) program: support, engineering learning activities up to 10% of engineering work time each quarter.
• Wellness- Up to the value of 800PLN gross per quarter can be reimbursed for a variety of wellness activities via our dedicated platform Twic.
• A choice of Multi-spot cards available.
• Our employee assistance program with Unum provides counseling and wellbeing support to all employees
• Experience bonus- 7000 PLN gross per annum. Qualtrics experience bonus is a program designed to provide experiences to our employees they might not otherwise have.
• Group Life & Income Protection Insurance
• Glasses/Contact lenses Reimbursement
• Free breakfasts, lunches, snacks, and drinks for everyone in the office
• Tax-deductible expenses (up to 75% depending on role)

The Qualtrics Hybrid Work Model: Our hybrid work model is elegantly simple: we all gather in the office three days a week; Mondays and Thursdays, plus one day selected by your organizational leader. These purposeful in-person days in thoughtfully designed offices help us do our best work and harness the power of collaboration and innovation. For the rest of the week, work where you want, owning the integration of work and life.

Qualtrics is an equal opportunity employer meaning that all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, status as a protected veteran, or any other protected characteristic.

​​​​​​​Applicants in the United States of America have rights under Federal Employment Laws: Family & Medical Leave Act, Equal Opportunity Employment, Employee Polygraph Protection Act

Qualtrics is committed to the inclusion of all qualified individuals. As part of this commitment, Qualtrics will ensure that persons with disabilities are provided with reasonable accommodations. If reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please let your Qualtrics contact/recruiter know.

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