Payroll Specialist

Role ID – FF-001-2

Payroll Specialist

Role Background

The Payroll Specialist will be the dedicated owner of Fossefall’s end-to-end payroll operations across Norway, Sweden, Luxembourg, and the upcoming Finland operation.

The role is responsible for ensuring employees are paid accurately and on time while payroll activities meet local requirements. It will manage the day-to-day relationship with external payroll providers, coordinate payroll inputs and outputs, and ensure pension and insurance arrangements are correctly maintained.

The Payroll Specialist will also act as the main internal coordination point for payroll-related employment administration and for communication with external legal advisers when employee-rights questions or employment disputes arise. This is an administrative and coordination role and does not carry legal responsibility.

Role Duties and Responsibilities

Own and manage the monthly payroll cycle across Norway, Sweden, Luxembourg, and, when introduced, Finland.

Prepare, validate, and quality-check payroll inputs before submission to external payroll providers.

Review payroll outputs and resolve errors or discrepancies before salary payments are processed.

Manage day-to-day relationships with external payroll providers, including deadlines, service levels, escalations, and performance reviews.

Support the selection and onboarding of payroll providers when the company enters new jurisdictions.

Ensure payroll-related employer obligations are completed correctly, including tax and social security withholding, statutory reporting, and required filings.

Maintain clear and documented payroll procedures for each operating country.

Ensure pension arrangements and individual employee enrolments match contractual entitlements.

Coordinate pension updates for new hires, leavers, and salary changes.

Ensure employees are covered by required statutory and contractual insurance schemes.

Maintain accurate pension and insurance documentation by country and legal entity.

Maintain payroll-related employee information, including absence, leave, holiday pay, terminations, and final settlements.

Act as the internal coordination point with external law firms for employee-rights questions and employment disputes, including gathering documentation, instructing external counsel, and tracking matters to completion.

Reconcile payroll information with accounting records and provide Finance with accurate payroll documentation.

Support year-end activities, audits, and requests from relevant authorities.

Maintain effective payroll controls and identify opportunities to improve and standardize payroll processes.

Serve as the first point of contact for employees regarding payroll, pension, and insurance questions.

Handle salary and personal information with a high level of confidentiality and discretion.

Essential Skills

• Strong practical knowledge of payroll administration and end-to-end payroll processes.
• Understanding of payroll delivered through external payroll providers.
• Practical knowledge of payroll and employer obligations in at least one Nordic country.
• Ability to manage payroll activities across multiple countries and legal jurisdictions.

Working knowledge of

• Tax and social security withholding
• Statutory payroll reporting
• Pension schemes
• Employee insurance
• Leave, absence, and holiday pay
• Terminations and final payroll settlements
• Strong organizational skills and ability to consistently meet monthly payroll deadlines.
• High level of accuracy and attention to detail.
• Strong documentatio