Payroll Specialist (US)

JetBrains

At JetBrains, code is our passion. Ever since we started, back in 2000, we have been striving to make the strongest, most effective developer tools on earth. By automating routine checks and corrections, our tools speed up production, freeing developers to grow, discover, and create. As we continue our rapid growth, we’re looking for talented and passionate people to be part of our journey. We are currently seeking a Payroll Specialist to join our Finance department. You will be responsible for ensuring timely and accurate payroll processing and compliance with the relevant legal and tax regulations for our entities in our various countries of operation. This is a hybrid role with 2 days per week working from our Waltham office. IN THIS ROLE, YOU WILL:  * Be responsible for the final input and validation of payroll data. * Work with external payroll vendors to ensure accurate, end-to-end payroll processing for US entities, as well as some other international company locations, if required. * Obtain necessary approvals and authorizations for salary transfers in accordance with company policies and banking regulations. * Ensure proper calculation and treatment of payroll taxes and employee benefits. * Manage employee payroll inquiries and act as the liaison with payroll providers to resolve any issues. * Handle new state tax registrations in the US when employees reside in states where the company is not yet registered. * Ensure employees’ personal and tax information is correct in the payroll system. * Work with external vendors to administer 401K plans. * Process wage garnishments and mandatory deductions in compliance with US law. * In cooperation with external payroll provider ensure timely and accurate quarterly payroll filings and year-end reporting. * Monitor and ensure compliance with state and local payroll tax requirements. * Stay up to date on changes to federal and state labor tax and benefits legislation. * Prepare payroll funding forecasts, monthly and annual payroll reports and PTO reports for the Accounting team. * Maintain the global payroll system and collaborate with vendors and internal teams to implement system upgrades, modifications and integrations. * Ensure that all payroll data is complete and accurate in a timely manner. * Provide payroll data and insights for management reporting. * Collaborate in internal and external audits related to payroll to ensure compliance. * Work with cross-functional teams to drive automation, innovation, and continuous improvement in payroll processing and reporting. * Participate in special projects related to payroll. REQUIREMENTS: * 3–5 years of experience as a Payroll Specialist within an international company in the US. * Strong knowledge of US payroll, including federal and state-specific compliance. Knowledge of the payroll processing in other countries is a plus. * Excellent knowledge of US labor law, payroll, 401K regulations and Fringe benefits and Cafeteria Plans. * Experience with HRM and payroll systems (e.g., ADP solutions, WFN), as well as standard MS Office tools; advanced Excel skills are required. * Strong communication skills and ability to work collaboratively across teams. * Creative, open-minded and flexible approach to payroll challenges. * Experience in the Payroll department of an IT company is a plus. We offer the following benefits: * 5-week vacation; * 401(k) plan with company matching; * Health insurance with 90% of the premium covered by the employer; * Flexible hours and possibility to work from home; * Hybrid work from your home in any location where JetBrains' offices are. Ready to build something exceptional? Join JetBrains and make your mark.  #LI-YY1 #LI-HYBRID This range reflects the employer’s good-faith estimate of the base salary it reasonably expects to pay for the position at the time of posting. Starting pay within the range will be determined based on job-related factors such as skills, qualifications, experience, and work location. The base salary range (per year) for this position in the posted work location(s) is $61,000—$80,000 USD We are an equal opportunity employer We know great ideas can come from anyone, anywhere. That’s why we do our best to create an open and inclusive workplace – one that welcomes everyone regardless of their background, identity, religion, age, accessibility needs, or orientation. We process the data provided in your job application in accordance with the Recruitment Privacy Policy.

Appinio

Allow us to introduce ourselves Hello there! We’re Appinio, a global market research company that combines an AI-powered insights platform with expert consultancy. On a mission to make the world a little more fact-based, we help companies understand how consumers think and make smarter decisions. We started out in Hamburg back in 2014, but we’re now humbled to call the world our playground, with over 260 employees spread across 13 countries (we’re remote-first), 2600+ international clients, delivering research from +190 markets, globally. Want to be a part of the Appinio movement? 🚀 Here at Appinio, we value transparency in our recruitment process, and we've created a blog to share what to expect during each step of our journey together: here Your mission as a Payroll Specialist We are looking for a tech-savvy, and proactive Payroll Specialist (m/f/d) to join our People Team and ensure our global workforce is supported by a world-class payroll engine. As our Payroll Specialist, you'll turn the end-to-end (preparatory) payroll process across our international entities - adhering to local regulations and deadlines - into a seamless, "prime" experience for every Appinio team member. You'll build smarter, more scalable processes and systems to support continued successful growth. A few words about the team Our People Team operates with a product mindset. We value transparency, collaboration, and true partnership with our stakeholders. Rather than ticking off task lists, we focus on understanding customer needs, driving adoption, and delivering meaningful outcomes. We are trusted partners to the business, advocates for our employees, and pragmatic, business-savvy solution builders - always aiming to improve how people experience Appinio. What you’ll be doing * Global payroll ownership: Drive the preparatory payroll process for all international entities (Germany, Austria, France, Spain, Portugal, UK, and Netherlands), ensuring accuracy and on-time delivery * External partner management: Serve as the lead point of contact for external payroll providers, our EOR (Remote), and our PEO in the US, overseeing all payroll-related compliance and resolving statutory queries with precision * Employee support & service: Act as the primary contact for payroll-related tickets, resolving employee inquiries with empathy, speed, and a high level of expertise * Systems optimization & automation: Proactively identify inefficiencies to automate payroll workflows, reducing manual steps and enhancing the scalability of our global operations * Sales & performance incentives: Partner closely with RevOps to ensure the accurate and timely calculation of commission structures and bonus payments * Collaboration with Finance: Support the Finance team with staff cost reporting, audits, and data-driven workforce planning * Grant & subsidy support: Partner with Finance and Legal to support applications for international grants and subsidies (e.g., R&D tax credits or local employment grants) by providing accurate personnel data, salary documentation, and compliance reporting You will thrive in this role if * You are a payroll expert: You bring 3+ years of experience managing (preparatory) payroll for Germany * You bring experience with managing (preparatory) payroll in France, and/or Spain, with a deep understanding of statutory requirements (experience with AT, UK, NL, US or PT is a plus) * You have proven experience managing external payroll providers to ensure compliance; experience with EOR and PEO providers is a plus * You are a process optimizer: You have a "product mindset" and a track record of identifying manual inefficiencies and implementing automated workflows between HRIS and Payroll systems * You are data-driven: You possess a strong analytical mindset and are proficient in Excel/Google Sheets for complex data handling * You are an empathetic communicator: You have the ability to explain complex tax and payroll issues to employees with patience, clarity, and a service-oriented mindset * You live ownership: You thrive in fast-paced, scaling environments and take full responsibility for ensuring payroll remains transparent, compliant, and audit-ready * You are professionally fluent in both English and German (written and verbal) What’s in it for you? * Flexibility Policy - Average is 30 days taken, however, we do not have a hard cap of number of vacation days as we know life happens * Temporary work from abroad - If you're based in the EU, you can work outside your country of residence for up to 180 days per year * All the hardware you need and your own MacBook * If you are located in Hamburg or Berlin, you'll get a Deutschland ticket or access to a mobility budget with the NAVIT app to get you to and from the office space * Subsidised Urban Sports Club or ClassPass membership based on location * In case you’re located in one of the cities where most of our fellow Appinioneers are (Hamburg, Berlin, Munich, London, Madrid, Barcelona, or New York), you can get access to our Co-working spaces Additional role details * This role will report directly to our Team Lead Talent Acquisition & People Operations Our interview process * Interview with our Team Lead Talent Acquisition & People Operations * Case Study Interview with Senior members of the People Team * Executive Interview with C-Level * Reference Calls * Offer Kind reminder: Please ensure that your application is submitted in English. This post not only outlines our ideal candidate but also serves as an inspiration for what this role can evolve into. Even if you consider yourself an 80% fit but have a genuine passion for this position, we encourage you to apply. We're eager to hear from individuals who share our enthusiasm. Appinio is an equal-opportunity employer. All applicants will be considered for employment without attention to race, colour, religion, sex, sexual orientation, gender identity, national origin, veteran, or disability status. Please read our privacy policy here. Learn more about us:  appinio.com    LinkedIn    Xing     Kununu    Instagram

Legora

ABOUT US Legora is redefining how legal work gets done. Not built for lawyers, built with them. We work alongside the world’s best legal teams, who expect excellence, precision, and speed, and we hold ourselves to the same bar. Our AI-native workspace lets legal professionals move faster, think more clearly, and operate with sharper precision. By analysing thousands of documents in minutes and powering end-to-end workflows, we cut through complexity, teams can focus on what matters: judgment, strategy, and outcomes. 1,000+ customers across 50+ countries trust us, including Cleary Gottlieb, Goodwin, Linklaters, White & Case, Dentons, and Barclays. We’ve scaled to $100M+ in ARR, with teams across Europe, North America and APAC, and continue to expand through acquisitions including Qura, Walter AI and Graceview. We partner with world-class performers: including Aaron Judge and the New York Yankees, Ludvig Åberg (and his caddie), and campaigns featuring Jude Law. Joining Legora means three things. * We lean in: ownership over titles, outcomes over intentions. * We fight for excellence: high standards, direct, ego-free feedback. * We grow together: as a team and with our customers. Mission before ego. Everyone contributes. No one coasts. If you’re driven by impact, pace, and raising the bar. This is the place. THE ROLE We're hiring an APAC Payroll Specialist to help build and scale payroll as Legora continues to grow across the region. Working closely with our Global Payroll Manager, you'll help ensure payroll runs smoothly across multiple APAC countries in an outsourced setup, while also shaping the processes, controls, and ways of working that will support our continued expansion. This is not a role where you'll spend most of your time processing payroll yourself. Instead, you'll coordinate with external payroll providers, review and quality-check their work, and help improve how we work as we enter new markets. As the function develops, there will also be room to shape parts of the role based on your strengths and interests. WHAT YOU WILL BE DOING * Act as point of contact for external payroll providers, coordinating monthly payroll cycles and deadlines * Ensure accurate and timely payroll delivery across all countries * Act as backup to Global Payroll Manager in times of absence * Perform payroll validations and reconciliations, and review payroll reports to identify discrepancies * Ensure compliance with local regulations and internal policies * Support audits and maintain clear, up-to-date documentation * Help build, standardize, and improve payroll processes, including developing clear workflows and driving automation and efficiency initiatives * Manage payroll inputs from our HR system (HiBob) and ensure data quality and completeness * Collaborate with HR and Finance on reporting, reconciliations, and payroll-related queries, and communicate with vendors to avoid and resolve issues WHO YOU ARE To thrive in this role, we see that you are structured and process-driven, take strong ownership and accountability, and bring a problem-solving mindset to a fast-moving environment. You also communicate well in an international setting, working comfortably across cultures and time zones. You also bring: * Experience in multi-country payroll, preferably in an outsourced environment * Strong understanding of payroll controls and processes * Detail-oriented with strong analytical skills * Comfortable working with HRIS and payroll systems Nice to have: * Experience with payroll vendors (e.g. BDO, Deel, Remote) * Experience building payroll processes from scratch * Exposure to audits and compliance frameworks Legora is an Equal Opportunity Employer At Legora, we believe great teams are built on diversity of thought and experience. We’re proud to be an equal opportunity employer and committed to creating an inclusive, high-performance culture where everyone can do their best work. We welcome people of all backgrounds and don’t discriminate based on race, color, religion, national origin, gender, gender identity or expression, sexual orientation, age, disability, veteran status, or any other characteristic protected by law.