Payroll Coordinator

Ropes & Gray is a global law firm that operates across 17 time zones and has more than 1,400 lawyers based in the United States, Europe and Asia who collaborate seamlessly to provide clients with high-quality representation in innovative industries that shape the global economy. Our clients include private equity firms, pharmaceutical and biotech companies, financial institutions, mutual funds, hospital systems, and more. Client by client, we’ve built a reputation for first-class work, a pragmatic approach, and impeccable standards of service and ethics.

The role of the Payroll Coordinator provides comprehensive support to the Payroll Manager, with a primary focus on payroll operations across European offices and secondary responsibility for accounting duties where required.

Key Roles & Responsibilities

• Collate, check, and process all payroll data for European offices, including Dublin, Milan, and Paris, liaising with HR to confirm any monthly changes such as new starters, leavers, and contractual amendments.
• Collate monthly overtime data, reconcile figures in the relevant spreadsheets, and ensure timely submission for processing and payment.
• Send monthly payroll data to external payroll vendors for all European locations, ensuring accuracy, completeness, and adherence to agreed deadlines.
• Review payroll outputs received from outsourced providers, identify and flag discrepancies to the Payroll Manager, and confirm or request adjustments before finalising payroll runs.
• Process leavers, ensuring final payments, P45s, and related documentation are issued promptly.
• Reconcile and provide personal deductions to be processed on payroll each month, including childcare vouchers, cycle-to-work schemes, and seasonal ticket loans.
• Collate, verify, and process all payroll lawyer invoices for European offices via Emburse.
• Process vendor invoices through Emburse.
• Prepare and post monthly journal entries to record payroll to the ledger.
• Process various benefit invoices such as childcare vouchers, cycle-to-work schemes, and seasonal tickets.
• Support the annual renewal of the firm's Private Medical and Dental Insurance scheme, updating internal systems and preparing quarterly reports as required.
• Organise the European payroll inbox and respond to employee queries regarding payroll discrepancies, deductions, and other payroll-related issues across all European offices in a timely and professional manner.
• Send payroll documentation to stakeholders each month, including payslips and P45s.
• Maintain payroll records in compliance with data protection legislation, ensuring all documentation is stored securely and retained in accordance with statutory requirements.

Qualifications and Skills

• The candidate will be hard-working and enthusiastic, have a high level of initiative and a willingness to learn.
• They will be used to and enjoy working in a fast-moving professional environment, have good time management skills and an ability to multi-task.
• Specific requirements include:
• Payroll experience within a law firm or professional services environment (preferably two years).
• Effective communication and teamwork skills.
• Basic IT skills, including Excel.
• Self-motivated, organized, accurate, detail-oriented, and committed to excellence.