Head of Payroll & Expenses

About KX

KX software powers the time-aware data-driven decisions that enable fast-moving companies to outpace competitors, realizing the full potential of their AI investments. The KX platform delivers transformational value by addressing data challenges related to completeness, timeliness and efficiency, ensuring companies understand change over time and can achieve faster, more accurate insights at any scale, cost-effectively.

KX is essential to the operations of the world's top investment banks, aerospace and defence, high-tech manufacturing, healthcare and life sciences, automotive and fleet telematics organizations. The company has established offices and a robust customer base across North America, Europe, and Asia Pacific.

Overview Of The Role

KX is hiring a Head of Payroll & Expenses (VP) to lead our Payroll, Global Mobility, Travel & Expenses team. The role sits in Finance and reports to the Group Financial Controller.

The role ensures accurate, timely and compliant payroll and expenses administration for a workforce of c.400 people across 18 locations, including EOR locations. We are in the process of reviewing our outsourced payroll processing model, and this role will lead that transition through to completion, working closely with our vendor(s) to streamline all processing operations. Once complete, the team's focus shifts to providing accurate data to the vendor(s), reviewing and governing vendor-processed output, and handling employee-facing service. Leading a small team of three, the role is expected to be hands-on, providing direct backup cover during absence and peak periods, and to take on cross-functional projects such as payroll integration for newly acquired entities.

Key Responsibilities

• Vendor and outsourcing management: own the end-to-end relationship with our global vendor(s), ensuring data is submitted accurately and on time, and that all vendor-processed output is reviewed rigorously before finalisation.
• Hold vendor(s) to agreed service levels, proactively identifying and driving improvements in vendor-delivered service and process.
• Lead payroll-side activity for our transition between vendors, including coordinating data migration, testing, parallel runs and cutover.
• Team leadership: lead and develop a team of three, acting as a hands-on backup for team members during periods of absence and at peak times, and hire, train and develop team members as required.
• Act as the primary point of escalation for payroll, global mobility, travel and expenses queries from employees, managers and HR.
• Payroll review: review all monthly and semi-monthly payrolls, ensuring all employee data changes are accurate and processed on time.
• Audit data changes and requests to ensure compliance with company policy and relevant local legislation.
• Prepare and review reconciliations of payroll items on a monthly, quarterly and annual basis, liaising with the Treasury team on funding of the payrolls.
• Partner with the Financial Reporting team to ensure all payroll-related journals are accounted for correctly.
• Ensure employee share option information is processed correctly through the relevant country payroll.
• Manage annual returns and other statutory filings relating to payroll, payroll taxes and benefits.
• Travel and expenses: review vendor-processed travel and expenses, ensuring all employee data changes are accurate, processed on time, and compliant with company policy and relevant local legislation.
• Global mobility: act as first point of contact for payroll-related global mobility queries raised by the business or HR, including occasional historic assignment queries, liaising with our global mobility vendor on complex cases and reporting.
• Maintain a working awareness of the tax and social security implications for employees on international assignments; day-to-day case management is not a requirement of this role.
• Projects: lead payroll-related integration work for newly acquired entities, including onboarding new acquisitions into group payroll processes.
• Support ad hoc payroll, travel and expenses projects aimed at improving employee experience and process efficiency.