TBS People Solutions Payroll Lead - Japan

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Job Description

TBS People Solutions Country Lead Japan

OBJECTIVES/PURPOSE

Takeda Business Services (TBS) is a function within Takeda with the objective of enabling Takeda’s business strategy, delivering simplification and cost reduction, improving service and providing a transformation engine for continuous improvement for Takeda. ‘Continuously innovating and transforming our business to be simpler and more cost competitive, enhancing our employees’ experience’ is our overarching vision with a goal of ‘Building a Healthy Business’, helping focus us on delivering value for Takeda.

TBS People Solutions are accountable for partnering with HR to add strength and competitiveness to Takeda by simplifying business processes and delivering excellent business services in the most cost-effective way – releasing time and resources to focus on the patient through the below core areas:

• Service Excellence
• Innovation & Simplification
• Scale & Capability
• Great Team, Great Partner

SCOPE

Takeda is seeking a highly skilled Payroll Lead to take charge of our payroll functions. Your primary responsibility will be to ensure accurate and timely payment of payroll expenses and taxes. Supervising our dedicated payroll team and collaborating with professionals from various departments will be key aspects of your role.

We are looking for an individual who is analytical, methodical, and experienced in payroll management and operations. A deep understanding of payroll regulations is crucial as well as a strong interest in leveraging systems and automation in general. Additionally, we value qualities such as integrity, team spirit, and strong organizational skills.

Your goal will be to maintain compliance, manage a high performing team, streamline payroll procedures for efficiency, stay updated with current regulations and best practices.

As our Payroll Lead, you will play a vital role in safeguarding the financial well-being of our organization and ensuring our employees are paid accurately and on time. Join our team and contribute to the smooth and effective operation of our payroll functions.

Partnering with the Payroll COE, HR and Finance to ensure the accurate and timely execution of payroll & benefits administration operations

ACCOUNTABILITIES

• Ensure appropriate workload allocation, sharing of knowledge, review performance and instill a culture of continuous improvement and outstanding customer service.
• To undertake day-to-day payroll activity to ensure practical knowledge and smooth running of the service, enabling provision of cover on all payrolls
• Lead the payroll operations for over 5,000 employees in Japan, ensuring accuracy, compliance, and efficiency.
• Manage payroll/ T&A systems, with a knowledge of SAP or ADP Global View (GV), to ensure seamless monthly payroll processing.
• Oversee all aspects of payroll including calculations, deductions, overtime, bonuses, and tax withholdings.
• Ensure compliance with local, state, and federal regulations; stay current with HR laws affecting payroll.
• Collaborate with HR, Finance, and other departments to improve processes and address payroll issues.
• Develop and implement payroll policies and procedures, focusing on best practices and continuous improvement.
• Generate reports for senior management, auditing purposes, and regulatory requirements.
• Develop systems to process payroll account transactions (e.g. salaries, benefits, garnishments, deductions, taxes and third-party payments).
• Coordinate timekeeping and payroll systems.
• Oversee processing of payroll changes (e.g. new hires, terminations, raises) and system upgrades.
• Ensure compliance with relevant laws and internal policies.
• Supervise and coach payroll clerks and assistants.
• Liaise with auditors and manage payroll tax audits.
• Collaborating with Human Resources (HR) and accounting teams
• Maintain accurate records and prepare reports.
• Resolve issues and answer payroll-related questions.
• To undertake day-to-day payroll activity to ensure practical knowledge and smooth running of the service, enabling provision of cover on all payrolls.
• Maintain internal controls relating to payroll practices and records and monitor these on a continuing basis.
• Develop, implement and update payroll procedures necessary to comply with Takeda corporate policies and governmental agency regulations.
• Conceives and implements process enhancements to increase efficiency and satisfaction with payroll operations.
• Coordinate with other departments to ensure delivery of quality services and resolve operational problems.
• Participates in cross-departmental and corporate groups designed to implement or improve payroll programs and services.
• Manages current resources to identify and develop cross coverage and clear business continuity plans.
• Completion of all SOX governance checklist and control requirements for the Payroll Operations
• Ensure all equity transactions processed are tracked with status reported to the Payroll COE in accordance with local tax regulations.
• Compile, report and track all payroll metrics monthly.
• Support metric improvement initiatives with the hub team.
• Schedule, facilitate and participate in payroll-related meetings and presentations.
• Provide timely and accurate reporting to internal and external agencies, e.g. Payroll COE, Revenue, etc.
• Review of employee and payroll related payments
• Work with other TBS / HR functions to ensure consistent and accurate flow of information.
• Lead in regular audits.
• Ensure consistent focus and involvement in driving efficiency and process improvements.
• Ensure that business goals are clearly communicated to individuals and the team.
• Provide any required training/development for team, including developing a structured induction for new starters.
• Ensure compliance with statutory and pension scheme requirements.
• Validation and reconciliation of post payroll output.
• Work closely with Finance to ensure that processes align and work effectively.
• Liaise with internal and external Auditors, assisting as necessary and providing any required information.
• Keep up to date with relevant regulations/legislation, action and implement changes where necessary.
• Ensure Payroll team are fully informed of any changes in business processes.
• In liaison with the HR Information and Systems Team, prepare and implement pay awards and incremental increases.
• Utilize relevant reporting tools to maximize efficiency of processes, accuracy of data and to develop relevant Payroll KPIs.
• Seek feedback from customers and respond to any compliments, concerns, complaints.
• Ensure payroll inputs are consolidated and processed accurately and timely and in accordance with country local requirements.
• Ensure all equity transactions are captured and processed within the pay periods.
• Complete month end payroll and support Time and Attendance (T&A) activities.
• Schedule, facilitate and participate in payroll-related meetings and presentations.
• Provide timely and accurate reporting to internal and external agencies, e.g. Payroll COE, Revenue, etc.
• Prepare employee and payroll related payments.
• Work with other TBS / HR functions to ensure consistent and accurate flow of information.
• Work with external providers regarding specific payroll treatment for employees e.g. expatriate, international assignments & equity as guided by the Payroll COE.
• Assist in regular audits.
• Ensure a consistent focus and involvement in driving efficiencies and process improvements
• To manage all operational aspects of benefit programs for country within remit.
• Ensure all starter, leaver and changes are reflected and managed accurately and timely.
• Management and support of employee queries relating to the scope of Benefits administration.
• Create and present a dashboard of activity each month to support and partner with COEi.

Requirements and Qualifications

• Organizational and leadership skills (Takeda leadership behavior).
• Problem solving skill, change management skill.
• Experience with Automation, AI or RPA technologies is a plus.
• Stakeholder engagement, conflict management in a global working environment.
• Working experience in GBS structure is a plus.
• Great communication skill with good understanding of protocol and timely escalation.
• Drive process improvement and inspire/motivate team.
• Oversee payroll/ T&A systems, with a knowledge of SAP or ADP Global View (GV), to ensure seamless monthly payroll processing.
• Japan local payroll operations including yearend tax adjustment, social insurance and benefits.
• Oversight GL posting and finance around payroll.
• Expertise in SAP or ADP Global View payroll systems is required.
• Proven experience as a payroll manager or similar role.
• Current knowledge of payroll procedures and related laws.
• Excellent understanding of multi-location payroll and taxes.
• Familiarity with payroll software/ HRIS (e.g. SAP, ADP, Kronos) and MS Office (especially Excel).
• A keen eye for detail.
• An analytical mind and good math skills
• Outstanding communication skills (written and oral)
• BSc/BA in Business Administration, Accounting, Human Resources or related field; professional certification (e.g. CPP, CPM) is a plus
• Bachelor’s degree in finance, Accounting, Human Resources, or a related field.
• Proven experience as a Payroll Manager or similar role, managing payroll for at least 5,000 employees.
• In-depth knowledge of Japanese payroll laws and regulations.
• Strong analytical skills with attention to detail.
• Excellent organizational and leadership skills.
• Proficiency in Japanese and English languages.

Takeda Compensation and Benefits Summary:

• Allowances: Commutation, Housing, Overtime Work etc.

• Salary Increase: Annually, Bonus Payment: Twice a year

• Working Hours: Headquarters (Osaka/ Tokyo) 9:00-17:30, Production Sites (Osaka/ Yamaguchi) 8:00-16:45, (Narita) 8:30-17:15, Research Site (Kanagawa) 9:00-17:45

• Holidays: Saturdays, Sundays, National Holidays, May Day, Year-End Holidays etc. (approx. 123 days in a year)

• Paid Leaves: Annual Paid Leave, Special Paid Leave, Sick Leave, Family Support Leave, Maternity Leave, Childcare Leave, Family Nursing Leave.

• Flexible Work Styles: Flextime, Telework

• Benefits: Social Insurance, Retirement and Corporate Pension, Employee Stock Ownership Program, etc.

Important Notice concerning working conditions:

• It is possible the job scope may change at the company’s discretion.

• It is possible the department and workplace may change at the company’s discretion.

Locations

Osaka, JapanJPN - Tokyo - Global Headquarters

Worker Type

Employee

Worker Sub-Type

Regular

Time Type

Full time