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Interim Payroll Specialist (6month FTC)

Location:
GB - Glasgow
Date Posted:
30/11/16 10:30
Company Name:
Hilton Hotels and Resorts
The Payroll Specialist will be expected to support delivery of process changes with the introduction of practices currently followed in a best-in-class Payroll service. This will include supporting short and long-term goals, and identifying opportunities for continuous improvement.

Key to the success of the role will be the ability to simultaneously manage multiple tasks and deliver to tight deadlines. The post holder will maintain a strong customer-focused ethos while ensuring that a robust control environment is maintained.

The Payroll Specialist will support the delivery of UK Payroll Services on a day-to-day basis which requires meticulous attention to detail and good technical skills with a clear understanding of controls required in a SOX environment.
This role will support the delivery of Payroll & compliance related tasks for the Payroll & Benefits Function within Hilton's UK Shared Services Operation. They will have responsibility for ensuring Payroll & Benefit in Kind related activities for c. 14,000 employees are accurately & efficiently performed, meeting legislation where applicable.

What will it be like to work for Hilton Worldwide?
With thousands of hotels in more than 100 countries, Hilton Worldwide offers countless opportunities to delight. From an open door to a welcoming smile and an exceptional experience, we offer the millions of travelers who stay with us every year a welcome they will never forget. If you understand the importance of a proper welcome and know how to offer an exceptional hospitality experience, you may be just the person we are looking for to work as a Team Member with Hilton Worldwide. Because it's with Hilton Worldwide where we never forget the reason we're here: to delight our guests, Team Members, and owners alike.

What will I be doing?
Controlling Activities - 40%
* Recording of payroll transactions, ensuring they are reflected accurately & timely in the GL for c. 14,000 employees, with meaningful & accurate payroll reports distributed to the business per agreed deadline
* Run Pensions processes ensuring all PAYE references (Hilton & Owners) meet government Auto-Enrolment legislation, including monthly production of employee communications. Support staging of Hotels / Owners ensuring forward planning & validation of data before & after postponement period
* Validate pension data across all pension schemes & worker groups (for Auto-Enrolment). Upload validated information to Pension providers, and effectively manage opt outs & short service refunds.
* Perform payroll input as required for relevant corporate employees, ensuring transactions and input process comply with SOX controls
* Produce reports as required by the business & external parties (ie. Audit, statutory, Holiday pay, data for business analytics), using excellent excel skills to ensure output is well presented, accurate and meaningful for the user
* Completion of relevant Payroll & BIK related journals in line with journal policy, including Ceridian cost charge outs; RSU (restricted stock units); BIK related accruals & true-up to actuals
* Produce high quality balance sheet reconciliations, ensuring delivery correct first time & meeting the relevant global policies. Demonstrate pro-activity in striving towards having no reconciling items
* Produce Pre-funding & 4D billing requests, ensuring data is balanced to Multi-Company account
* Record queries with 3rd party payroll provider in a timely fashion & follow through to completion, escalate items where required
* Delivery of information in relation to tasks carried out for inclusion in the team's productivity measures, pro-actively highlighting areas for improved productivity & implementing changes as agreed
* Continuously monitor and review process controls to ensure compliance with Company Policy, SOX and audit requirements; ensure documentation, in particular Desk Top procedures are relevant and up to date. Draft changes where required
* Gain a strong understanding of Payroll & BIK processes, delivering information as required and requested
* Preparation and validation of accurate Benefit in Kind Reporting for HMRC, including P11D, PSA, TAS (Tax Award Scheme) and Staff Accommodation ensuring a sound understanding of the treatment of BIK transactions.
* Preparation of 3rd party payments, including Tax/NI to HMRC, Pensions, Court orders and benefit providers, visibly demonstrating values agree to Payroll system reports and balance sheet reconciliations prior to payment
Co-ordinating Activities - 30%
* Update and complete checklists as part of the wider Shared Services team procedures to achieve team delivery of smooth month end close routines
* Develop and maintain a close relationship with other Hilton functions & locations to ensure teamwork across Payroll Services activities
* Take part in the review of processes in an environment with a continuous improvement philosophy
* Work with other areas of the business to ensure the policies are understood and data can be captured effectively and efficiently
* Maintain working excel templates to ensure they meet controls required per SOX and EAE (Electronic Audit Evidence)
* Collation of benefits in kind (BIK) templates and other BIK related information from locations across the business, ensuring all are received, escalating where necessary
Support Activities - 20%
* Be familiar with changes to the legislative environment and consider how this impacts Hiltons Payroll & BIK processes. Highlight potential process changes to Management as required
* Work with Management & Payroll Team, to deliver change with the ultimate aim of achieving best-in-class payroll service
* Support the business in achieving an end to end payroll process with minimal manual intervention through pro-actively working with hotels to understand and resolve reasons for manual amendments, credit amendments & manual payment requests. Produce meaningful reports to demonstrate improvements in volume reductions
* Primary contact for external queries, providing guidance where required
* Key point of contact to support the policies and procedures in the organisation
* Demonstrate teamwork through ensuring tasks are appropriately covered during periods of holidays, etc.
* Management of the relevant generic e-mail boxes responding to queries and inquiries promptly, seeking advice where necessary, ensuring excellent customer service and prompt response times to ensure maximum efficiency.
* Provide task completion assistance across all areas in the team during periods of high activity and as prioritized and requested by Management
Administrative Activities - 10%
* Develop and maintain Desktop Procedures, ensuring the key tasks are properly documented and aligned with Service Catalogue and productivity
* Prepare draft communications and other items to be delivered to the estate
* Update cash flow documents with values around payments as necessary
* Structured management of all network directories, files & documents, allowing easy access and review by Senior Management
Supportive Functions
In addition to performance of the essential functions, this position may be required to perform a combination of the following supportive functions, with the percentage of time performing each function to be solely determined by Management based upon the particular requirements of the company
* Provide support to the Shared Services team as required
* Support the wider Shared Services organisation to ensure that their objectives are successfully delivered

What are we looking for?
The individual must possess the following knowledge, skills and abilities and be able to perform the essential functions of the job, with or without reasonable accommodation.
* Further education in accounting or payroll, preferred
* Proven experience in preparing & managing balance sheet reconciliations
* A 'can-do' approach, thrives under pressure and adopts a flexible attitude
* Strong inter-personal skills, a

Required Qualifications/Experience

* Experience in a Payroll and Accounting environment

Preferred Qualifications/Experience

* Further education in accounting or payroll, preferred

Job Categories
Accounting
Property
Hilton - Area Office - Glasgow
Entry Level Position
No