U.S. Payroll & Administrative Specialist

Penbrothers

1d•Remote

About The Position

Penbrothers is an HR and remote talent management partner that connects Filipino talent with global opportunities and provides recruitment, HR, payroll, compliance, and employee engagement support. Its client is an American staffing and talent solutions provider serving organizations across sectors including technical roles, light industrial work, specialized trades, healthcare, and administrative services. The client is seeking a detail-oriented and reliable U.S. Payroll & Administrative Specialist to manage the end-to-end collection, validation, and submission of weekly payroll hours. Reporting directly to the Payroll Department, the role focuses primarily on timecard collection and payroll accuracy across field operations. Support will begin with one region of approximately 60 field employees and gradually expand to four regions, supporting up to 100 field employees per region. The specialist will coordinate with regional teams and clients, collect timesheet data, enter hours into standardized Excel templates, and meet strict weekly deadlines. The position is remote, with work performed from home. The company describes an environment that supports learning and growth, employee welfare, meaningful work, and opportunities to support high-growth startups and dynamic companies.

Requirements

Proven experience in payroll administration and data entry, including direct experience supporting U.S. staffing or recruitment agencies.
Excellent written and verbal English communication skills for professional communication with U.S. clients and employees.
Flawless data-entry capabilities and exceptional attention to detail, with a strong focus on avoiding payroll errors.
Ability to work under high-pressure time constraints and consistently meet recurring, non-negotiable weekly deadlines.
Solid proficiency in Microsoft Excel, including data formatting, formulas, template usage, and sorting and filtering.
Ability to manage multi-region workflows independently in a remote environment while keeping leadership informed.

Nice To Haves

Experience with back-office staffing ATS or payroll platforms, such as Avionté BOLD or equivalent tools; training will be provided.
Experience handling regional, multi-site time collection across different U.S. time zones.

Responsibilities

Proactively gather, track, and consolidate timecards, timesheet emails, and hours worked from clients and field employees.
Accurately enter and validate hours worked in standardized client Excel templates for back-office system uploads.
Meet the mandatory weekly payroll submission deadlines: the first submission by end of day Monday (EST) and the final submission by 12:00 PM EST on Tuesday.
Respond promptly to employee and client inquiries about hours worked, timecard submissions, and administrative payroll details.
Coordinate and train across operating regions on localized time-collection methods and schedules.
Perform thorough quality checks to prevent payroll discrepancies, entry errors, and missed hours before final submission.
Maintain confidentiality and safeguard sensitive employee personal and compensation data.
Manage multi-region workflows independently in a remote environment and keep leadership updated.