U.S. Payroll & Finance Administrative Specialist

About Penbrothers

Penbrothers is an HR and remote talent management partner and one of the fastest-growing companies in the Philippines. We connect talented Filipinos to global opportunities with high-growth startups and dynamic companies, enabling them to build careers from the comfort of their own homes. We provide end-to-end support in recruitment, HR, payroll, compliance, and employee engagement - creating an environment where talent can thrive and global companies can grow.

About the Client 

The client is an established American staffing and talent solutions provider connecting organizations with skilled professionals across varied sectors, including technical roles, light industrial work, specialized trades, healthcare, and administrative services.

They deliver adaptable employment models comprising contract placement, temp-to-perm arrangements, direct recruitment, and payroll administration, collaborating directly with partners to craft customized hiring strategies. Their focus centers on fostering long-term client relationships, maintaining high service quality, and driving career growth for candidates.

About the Role

Our client is looking for a Payroll & Finance Administrative Specialist to support payroll coordination, associate onboarding, finance administration, and day-to-day operations for the Southeast Region.

This role will be responsible for coordinating weekly timecard submissions, supporting accurate and timely payroll processing, facilitating the onboarding of field associates, maintaining organized documentation, and providing administrative support to clients, associates, recruiters, payroll personnel, and regional leadership.

The ideal candidate is highly organized, detail-oriented, proactive, and comfortable managing high-volume, deadline-driven administrative processes while maintaining accuracy and professionalism.

Payroll Coordination & Timecard Management

• Collect and review associate timecards from clients and submit them to the corporate payroll team for processing.
• Ensure all weekly timecards are received and submitted no later than Wednesday morning.
• Coordinate the collection of approximately 120 timesheets per week, with submissions typically received throughout Monday and Tuesday and follow-ups completed on Wednesday for any outstanding timecards.
• Audit the weekly batch payroll report to verify accuracy and identify discrepancies before payroll processing.
• Coordinate with clients, associates, and internal payroll personnel to resolve timecard issues and missing information.
• Maintain accurate payroll and timekeeping records while handling sensitive employee and financial information confidentially.
• Support payroll-related reporting, documentation, and compliance requirements as needed.

Associate Onboarding

• Facilitate the onboarding process for field associates, including coordinating and tracking all required paperwork and documentation.
• Follow up consistently with candidates to ensure onboarding requirements are completed accurately and on time.
• Support the onboarding of approximately 20–30 associates per week while maintaining accurate records and status updates.
• Coordinate closely with recruiters and payroll personnel throughout the onboarding process.
• Address documentation gaps and follow up on outstanding requirements to keep onboarding timelines on track.

Finance & Administrative Support

• Organize and maintain client, project, associate, contract, and company documentation.
• Support accounts payable, accounts receivable, routine banking activities, and other finance-related administrative tasks as needed.
• Facilitate Certificate of Insurance (COI) filings and other client documentation requirements.
• Monitor staff financial advances, ensuring proper documentation and sign-offs are completed.
• Provide administrative support to regional leadership and assist with ongoing operational needs.
• Respond professionally to associate and client inquiries regarding compensation, benefits, placements, and workforce policies.
• Protect confidential personal, financial, payroll, and organizational information.
• Manage multiple priorities effectively while meeting deadlines and maintaining a high level of accuracy.

What You Bring

• Previous experience in payroll administration, staffing operations, finance support, onboarding, administrative operations, or a related role.
• Proficiency in Microsoft Office Suite, particularly Excel.
• Experience working with Applicant Tracking Systems (ATS); experience with Avionté BOLD is preferred.
• Strong organizational and time management skills, with excellent attention to detail.
• Ability to prioritize multiple tasks, manage high-volume administrative work, and consistently meet deadlines.
• Strong written and verbal communication skills, with the ability to interact professionally with clients, candidates, associates, and internal team members.
• Familiarity with payroll processes, timecard management, onboarding documentation, and general financial administration.
• Ability to handle confidential information with discretion and professionalism.
• Dependable, self-motivated, and capable of working independently with minimal supervision.
• Strong follow-through, coordination, and problem-solving skills.

Nice to Have

• Experience in a staffing or recruiting agency environment.
• Experience handling high-volume weekly payroll or timekeeping processes.
• Experience with certified payroll and payroll-related reporting.
• Familiarity with accounts payable, accounts receivable, and basic banking processes.
• Experience managing employee, client, or compliance documentation.
• Experience supporting field employees or associates in a staffing environment.
• Experience in construction, field services, or project-based environments.

Our Hiring Process & AI Disclaimer: We use AI tools to streamline our application process—including an initial conversation with an AI Interviewer. All hiring decisions are made entirely by humans: our Talent Acquisition team guides your full candidate journey and makes all evaluation decisions.

You are welcome to use AI for CV refinement and research, but real-time AI assistance during interviews or skill assessments is strictly prohibited to ensure an authentic evaluation. 

Read our full AI Disclaimer to learn more

What You’ll Get

At Penbrothers, we are obsessed with creating positive employee experiences. Here you’ll find an environment that nurtures learning and provides opportunities for growth. You’ll have the opportunity to make an impact on fast-growing startups and dynamic companies. 

·   Meaningful work & Growth: We take every opportunity to stretch ourselves and deliver an excellent client experience. 

·   Employee as our biggest asset: We are genuinely invested in our people’s career and welfare.

·   Global reach & local impact: Get to work with high-growth startups and dynamic companies from the comfort of your own home. 

·   Powering global startups: We’ve created 1,400 Filipino jobs that empower global start-ups to focus on growth.