PayCaptain
Payroll Implementation Manager
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Reporting to: Director of Payroll Operations Working Pattern: Full Time, 37.5 hours per week, flexible hours Location: Remote-first within the UK Only (~Once Monthly in-person meet) Salary: £47k–£52k, depending on experience.
What is PayCaptain?
PayCaptain is the UK's first AI-powered Payroll SaaS platform built with financial wellbeing at its core, transforming transactional paydays into an experience benefiting the whole organisation.
Think: payroll + employee benefits + financial resilience tools = one beautifully simple app.
We're transforming payroll from a back-office chore into a strategic experience that boosts employee financial confidence, reduces admin for Payroll and HR teams, and helps companies genuinely support the people who work for them.
Why is this an exciting role at PayCaptain?
Because you'll own the moment that sets the tone for every customer relationship we have: implementation. Get it right, and a customer arrives at BAU confident and set up for success. Get it wrong, and well… that won’t happen 😉.
You'll lead that process end to end, hands-on with your own payrolls and customers, while also taking on a people manager role - running the daily rhythm of the Implementation team through huddles, one-to-ones and allocation.
And yes, we're fully remote, with flexible meeting spaces in Manchester and London whenever you want IRL collaboration.
But honestly? The best part isn't the product or the compensation - it's the people. We operate with trust, ownership, zero ego, zero politics, and genuine belief in the mission.
If that resonates, you'll fit right in.
Who are you?
You've worked as a Payroll Implementation Manager (or similar) and know new customer onboarding, parallel running, and HMRC balancing inside out.
You're meticulous with detail - pay groups, pension schemes, pay codes and nominal codes all need to be right first time, and you know why that matters.
You're already managing a small team and want more ownership.
You genuinely enjoy supporting and developing people, not just processing payrolls.
You're organised enough to run your own implementation projects and a team's daily workload at the same time.
You stay calm under the pressure of go-live and parallel run deadlines.
5 Reasons to Join PayCaptain
- Own the customer's first impression Implementation is where trust is built or lost. You'll lead that process for every new customer coming through the door.
- Step up into people leadership This role gives you real management scope, daily huddles, one-to-ones, allocation, alongside the technical work you already know well.
- Remote, flexible culture Work from anywhere. Meet your teammates whenever you want in Manchester or London. No clock-watching. Just trust and autonomy.
- Mission-driven B Corp We balance profit with purpose and build tools that genuinely help people improve their financial lives.
- Work with brilliant, low-ego people Payroll experts, tech innovators, wellbeing specialists - all passionate, collaborative, and invested in PayCaptain's success.
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What You'll Do
New Customer Implementation & Payroll/Pension Set-Up
- Set up pay groups and pay periods in line with the customer workbook, ensuring pay dates, pay reference periods, autopilot settings and YTD/parallel set-up are correct.
- Set up pension schemes in line with the customer workbook, ensuring pension letters are correctly applied and Pensionsync is set up for the first live pay period.
- Complete the Payroll Procedure Manual in PayCaptain from the workbook.
- Ensure PayCaptain features are configured as per contract and customer requirements.
- Set up the customer shared folder and share with Admins, add the logo to Salesforce, and add the customer to the TPR dashboard.
- Hold workbook sessions with customers and deliver admin and user training.
- Configure all pay codes and nominal codes to match customer requirements.
- Provide Employee Data, FPS (.xml or P11), pension memberships, and long-term sick/absence data to Tech in the correct format.
- Ensure all payroll data requirements are kept up to date by the customer in the workbook.
- Ensure YTDs are loaded by Tech and balanced back to the customer's P32.
Parallel Run & Go-Live
- Ensure all leave logs are set up in the customer folder ahead of parallel.
- Ensure fixed payments, deductions and AEOs are set up on employee records.
- Provide the Payroll Specialist with Gross to Net, payslips, and payments/deductions to upload.
- Ensure parallel is completed and all project tasks are closed out.
- Distribute welcome emails once employees can be activated.
- Complete a project retrospective with the customer.
Daily Operational Rhythm
- Check project tasks for the week and ensure they're on track, reaching out to customers on their outstanding actions.
- Prepare for calls and training sessions due that week.
- Approve all new payrolls for the appropriate pay date, and ensure there are no unexplained red integrity spots.
- Respond to all cases not on "on hold" status received before 4pm that evening, and plan the following day/week.
Team Management
- Run daily huddles with the Implementation team to align on priorities, blockers and workload.
- Hold regular one-to-ones with team members, supporting their development and performance.
- Manage allocation of new customer implementations across the team, balancing complexity and capacity.
- Organise holiday and absence cover for the team's payrolls, cases and projects.
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Continuous Improvement & Cross-Functional Support
- Support delivery of training to internal and customer teams.
- Support the technical team with legislation updates and technical queries.
- Identify system bugs and improvements, ensuring all bugs are raised as a case.
- Help define and measure the payroll/pension implementation process through clear KPIs and service definitions.
- Maintain up-to-date knowledge of statutory legislation through self-learning and PayCaptain training sessions.
What Soft Skills Do We Look For?
- People management - you're motivated by developing others, not just hitting your own numbers.
- Attention to detail - you catch the small set-up errors before they become live payroll problems.
- Organisation under pressure - you can run a live implementation and a team's daily workload at once.
- Customer confidence - you make new customers feel in safe hands from day one.
- Proactive communication - you flag issues early rather than letting them surface at parallel.
What Experience Do You Need?
- Proven experience as a Payroll Implementation Manager, Coordinator, or similar onboarding-focused payroll role.
- Team Lead or Team Manager or similar senior level experience with hands on line management responsibilities.
- Strong working knowledge of UK payroll and pension set-up, HMRC balancing, and parallel running.
- Experience managing customer relationships through onboarding and go-live.
- Familiarity with PayCaptain, or a comparable payroll platform is a bonus.
What Can We Do for YOU?
- Remote, Flexible Work
- 25 Days Holiday + Your Birthday Off
- Quarterly Wellness Allowance
- YuLife Benefits including life insurance & critical illness cover
- Cycle-to-work + Nursery Salary Sacrifice Schemes
- Equal Pension Contribution (4% employer / 4% employee)
- Enhanced Parental Leave (12 weeks at 100% pay for maternity; 4 weeks for paternity)
- Access to PayCaptain for financial wellbeing tools, emergency cash access and savings features
- …and more. Just ask.
Salary
£47k–£52k, depending on experience.
When we consider salary, we look at different aspect from your experience, skills matching, personal preference and internal comparisons of skill. We will discuss all this with you in your first interview. You can read more about our Compensation Policy here: https://handbook.paycaptain.com/compensation
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