Payroll specialist

1. Job Purpose:-

The Payroll Specialist is responsible for the accurate, timely, and confidential processing of the company's monthly payroll and all payroll-related activities.

The position will ensure that employee salaries, allowances, deductions, overtime, attendance, leave balances, variable payments, and other payroll components are properly reviewed, calculated, and processed in accordance with company policies, approved procedures, employment contracts, and applicable Qatar labor regulations.

The Payroll Specialist will work closely with HR, Finance, Operations, and other departments to ensure payroll accuracy, proper documentation, and timely salary processing.

2. Key Responsibilities:-

A. Monthly Payroll Processing:

• Prepare and process the monthly payroll for all employees within the assigned payroll cycle.
• Collect, review, and verify all payroll inputs before processing.
• Ensure salaries are calculated accurately based on approved employment contracts and company policies.
• Verify basic salaries, allowances, deductions, overtime, incentives, bonuses, commissions, and other variable payments.
• Ensure all salary adjustments are supported by proper approvals and documentation.
• Prepare the final payroll file for HR Management review and approval before submission to Finance.
• Coordinate with Finance to ensure payroll is processed and paid within the approved timeline.
• Maintain strict confidentiality of all salary and payroll information.

B. Attendance and Timekeeping:

• Review monthly employee attendance records and ensure all attendance data is properly reflected in payroll.
• Coordinate with Operations and HR regarding missing, incorrect, or disputed attendance records.
• Verify late attendance, absences, approved overtime, and other attendance-related adjustments.
• Ensure attendance calculations are aligned with the company's payroll cut-off dates.
• Follow up with department managers regarding pending attendance approvals.
• Identify unusual attendance patterns or discrepancies and report them to the HR & Administration Manager.

C. Leave and Leave Settlement:

• Review approved annual, emergency, sick, unpaid, and other types of leave before payroll processing.
• Verify leave balances and ensure leave deductions or payments are correctly reflected in payroll.
• Calculate leave salary and other applicable payments in accordance with company policy.
• Coordinate with HR regarding employee leave applications and changes in leave balances.
• Ensure leave-related payroll adjustments are properly documented and approved.

D. Overtime, Allowances and Variable Payments:

• Calculate approved overtime payments based on company policy and applicable approvals.
• Process approved incentives, bonuses, commissions, transportation allowances, housing allowances, meal allowances, and other variable payments.
• Verify supporting documents and management approvals before including variable payments in payroll.
• Maintain a monthly record of all payroll additions and deductions.
• Coordinate with Operations and department heads to verify variable payroll components.

E. Employee Deductions:

• Process approved salary deductions accurately and confidentially.
• Maintain records of deductions related to advances, loans, accommodation, transportation, damages, penalties, insurance, and other approved deductions.
• Ensure all deductions are supported by proper documentation and authorization.
• Monitor outstanding employee balances and coordinate with Finance where applicable.
• Ensure deductions comply with company policy and applicable legal requirements.

F. Employee Final Settlements:

• Prepare and review employee settlements for resignation, termination, and end-of-service cases.

• Verify the employee's:

• Joining date

• Rejoining history, if applicable

• Salary for the final month

• Working days

• Annual leave balance

• Public holiday balance

• Cancelled off balance

• Work-offset balance

• Overtime

• Variable payments

• Deductions

• Other approved additions

• Notice period

• Clearance status

• QID-related deductions or payments, where applicable

• Ticket entitlement, where applicable

• Coordinate with HR, Operations, Finance, and Travel Desk regarding settlement requirements.

• Ensure settlements are reviewed and approved before submission to Finance.

• Maintain proper documentation for all employee settlement calculations.

G. Payroll Bank / WPS Coordination:

• Prepare payroll-related files required for salary processing and bank submission.
• Coordinate with Finance regarding payroll bank files and payment schedules.
• Ensure employee bank/pay card information is accurately maintained.
• Follow up on rejected, returned, or unsuccessful salary transactions.
• Coordinate with Finance to resolve payroll payment discrepancies promptly.

H. Employee Records and Payroll Documentation:

• Maintain accurate and updated payroll records for all employees.
• Ensure payroll-related documents are properly filed and easily retrievable for audit purposes.
• Maintain records of salary changes, promotions, transfers, allowances, deductions, bonuses, and other payroll adjustments.
• Update employee master data whenever there are changes affecting payroll.
• Ensure all payroll documents are treated as confidential information.

I. Payroll Reconciliation and Reporting:

• Reconcile payroll figures before final submission to Finance.
• Investigate and resolve discrepancies between payroll, attendance, HR records, and Finance records.
• Prepare monthly payroll reports and summaries for management.
• Provide payroll-related reports as requested by HR Management, Finance, and Top Management.
• Monitor payroll costs and highlight significant variances or unusual changes.
• Support internal and external audits by providing required payroll documentation.

J. HR & Operations Coordination:

• Coordinate closely with Operations Managers, Area Managers, Brand Managers, and HR team members regarding payroll inputs.
• Follow up on pending approvals and missing payroll information.
• Ensure payroll deadlines are communicated clearly to all concerned departments.
• Provide guidance to HR team members and employees regarding payroll-related matters.
• Escalate unresolved payroll issues to the HR & Administration Manager promptly.

3. Payroll Control and Compliance:

• Ensure payroll calculations are performed accurately and consistently.
• Follow the company's approved payroll procedures and authorization matrix.
• Ensure no salary adjustment, allowance, deduction, or payment is processed without the required approval.
• Maintain appropriate segregation between payroll preparation, review, approval, and payment functions.
• Protect confidential employee salary and personal information.
• Ensure payroll practices comply with applicable Qatar labor and wage-payment requirements.
• Immediately report any suspected payroll irregularity, unauthorized payment, or manipulation to the HR & Administration Manager.

4. Systems and Software:

The Payroll Specialist should be capable of working with:

• HRIS / ERP payroll systems
• Attendance and fingerprint systems
• Microsoft Excel and other Microsoft Office applications
• Payroll banking/WPS platforms
• Employee master data systems
• Other HR and Finance systems used by the company

Advanced Excel skills are strongly preferred, including Pivot Tables, VLOOKUP/XLOOKUP, SUMIFS, IF functions, data validation, and payroll reconciliation.

5. Key Performance Indicators (KPIs)

The Payroll Specialist will be evaluated based on:

• Payroll Accuracy – Minimal payroll errors and discrepancies.
• Payroll Timeliness – Payroll completed according to the approved monthly schedule.
• Attendance Accuracy – Correct integration of attendance information into payroll.
• Settlement Accuracy – Accurate and timely employee final settlements.
• Compliance – Adherence to company policies and applicable regulations.
• Data Confidentiality – Protection of employee salary and personal information.
• Reconciliation Accuracy – Proper reconciliation between HR, payroll, and Finance records.
• Issue Resolution – Timely resolution of payroll-related complaints and discrepancies.
• Documentation – Complete and properly maintained payroll records.
• Internal Customer Service – Effective coordination and communication with employees and departments.

6. Required Qualifications:

• Bachelor's degree in Accounting, Finance, Human Resources, Business Administration, or a related field.
• Professional payroll certification is an advantage.
• Strong knowledge of payroll processing and payroll controls.
• Good knowledge of Excel and payroll/ERP systems.

7. Required Experience:

• Minimum 3–5 years of payroll experience, preferably in Qatar or the GCC.
• Experience handling payroll for a large workforce is preferred.
• Previous experience in F&B and hospitality is highly desirable.
• Experience handling attendance, overtime, leave, deductions, allowances, and employee settlements.
• Experience coordinating with Finance and Operations departments.

8. Required Skills and CompetenciesTechnical Skills

• Payroll calculation
• Attendance management
• Leave management
• Employee settlements
• Payroll reconciliation
• Excel and data analysis
• ERP systems
• Payroll reporting
• WPS/payroll banking processes

Behavioral Competencies:

• High attention to detail
• Strong numerical and analytical skills
• Confidentiality and integrity
• Strong organizational skills
• Ability to meet strict deadlines
• Problem-solving ability
• Effective communication
• Ability to work under pressure
• Teamwork and coordination
• Strong follow-up skills

Pay: From QAR3,500.00 per month

Application Question(s):

• Dou you have NOC
• Are you ready to join within two weeks

Education:

• Bachelor's (Preferred)

Experience:

• Payroll calculation: 3 years (Required)

Language:

• English (Required)

Location:

• Doha (Required)

Work Location: In person