Payroll Coordinator Mobility

Job Type: Location Type: Not Specified

 

Job Summary:

The Coordinator Mobility is responsible for coordinating human resource-related functions for expatriate employees. This includes administering expatriate payroll, coordinating the preparation and filing of income tax returns, handling reimbursement processes for medical claims and other related expenses, and providing support on onboarding processes and daily inquiries for expatriate employees.

Key Accountabilities:

50

Payroll Administration

Coordinate payroll process for expatriate employees with close cooperation and information sharing within the Payroll function in HR Operations Department, and with MC TOK (HLC) in Tokyo.
Procedure includes:
– Ensure accurate and timely registration of new hires and terminations in Dayforce.
– Maintain accurate payroll information in Dayforce including earnings, deductions, taxes, direct deposit, etc. for all entities (MCA/MIC/MIBS/MIFI/DGNA).
– Administer Short Term Incentive payments for expats.
– Review payroll previews and circulate payroll registers on a monthly basis.

• Report net salary and short term incentive payments for expats to MC Tokyo for accurate payroll adjustments in Japan.
• Administer Branch GM’s shataku rent for tax payments and assist gross up tax calculations for Tokyo’s relocation allowances.
• Assist Payroll in collecting information for tax calculations related to employees’ golf/social club memberships.
• Verify all the payroll information with Payroll Manager of HR Operations Department.

15

Expatriate Income Tax

• Coodinate expatriate tax filing operations in collaboration with external partners including but not limited to:

– Organize KPMG’s tax seminar and executive interviews
– Collect overseas income information from Tokyo and other foreign offices
– Compile and distribute necessary information and file to expats and trainees
– Resolve FROR conflicts with subsidiaries for companies who use KPMG as auditors
– Audit web based tax organizer to ensure completion by every tax payer by deadline
– Assist KPMG with contacting employees for additional information / documentation for timely filing of tax returns
– Receive and review all tax returns, and ensure they are sent to employee with appropriate instructions
– Work with HLC and other Japan based companies to ensure timely wire transfers for taxes owed

– Assist employees on returning refunds to Tokyo when necessary
– Collaborate with KPMG on notices received (Federal/State/Local) on employees’ behalf
– Invoice relevant companies for tax related fees upon receipt of final invoice from KPMG (MC, MIBS, MIP, MIFI)

25

MC Reimbursements

• Process MC reimbursements (Med/Den, educational expense, tutoring expense, one-time moving fee) and gather necessary documentation with close cooperation with PIC in HOU.
• Maintain records for dental reimbursement (not to exceed $5000 per person per year)

• Contact employees for additional documentation/corrections made
• Quarterly invoicing to MC for J-1 trainee fees, ISF for business trip global trainees, MCPA and other Med/Den fees when necessary[AC1]

10

Onboading processes and Daily inquiries

• Coordinate expat arrival/terminations, including conducting expat arrival orientation and collecting necessary payroll documentation.
• Collect necessary information from expats to ensure accurate and timely registration of new hires and terminations in Dayforce.
• Process disbursements for expat-related expenses, including immigration costs.
• Assist Director and Senior Manager in organizing semi-annual expat new hire orientation (US/Mexico/Canada) including but limited to:

1) Notifying relevant stakeholders (Presidents, outside attorney, SVP’s, subsidiaries, MetalOne, MDM & MCL) about expat orientation,

2) Arranging hotel accomodations for all out of state participants

3) Ordering supplies (binders, indexes, name tags, tent cards, etc.) and coordinating catering.

4) Ensuring necessary equipment and logistical support during seminar

• Maintain employee lists for Payroll operation and JIJI press daily distribution
• Keep updated records of expats’ spouse (Tri-state area only) subsidiary list, tax return list, and expat orientation attendee list
• Create and maintain Japanese instruction documents for expats

100%

TOTAL*

Job Qualifications

Key Qualifications:

Years of Experience:

• Knowledge of Payroll and tax-related processes for expatriate employees preferred
• Strong attention to detail and ability to handle multiple tasks simultaneously
• Excellent written and verbal communication skills
• Intermediate proficiency in Microsoft Office applications, particularly Excel
• 4 – 6 years of related experience

Education:

• Bachelor’s degree in a related field preferred

Certifications/Licenses:

Languages:

• Japanese

Other Information

Manage People with Full Authority:

No

Reports To:

Director, Expat HR, HR Operations

(Regarding Payroll) Manager, Payroll, HR Operations