HR Virtual Assistant (Payroll & Benefits Focus)

Role Overview We are seeking a highly organized and detail-obsessed HR Virtual Assistant (Payroll & Benefits Focus) to serve as the operational backbone of our HR function. This role is firmly rooted in the “Generalist” side of HR, with a strong emphasis on payroll preparation, benefits administration, and financial accuracy across the employee lifecycle. You will be the guardian of our people data — ensuring records are accurate, payroll inputs are flawless, benefits are administered correctly, and our HR systems remain audit-ready at all times. The ideal candidate has a systems-first mindset and a comfort level working at the intersection of HR and finance. You love clean spreadsheets, reconciled numbers, compliant records, and processes that run smoothly behind the scenes. Key Responsibilities Employee Records Management ●Maintain complete and accurate digital personnel files, including contracts, amendments, compensation changes, and statutory documents ●Ensure all documentation is signed, filed, and easily retrievable Payroll & Benefits Support (Primary Focus) ●Prepare and validate monthly payroll inputs, including overtime, unpaid leave, bonuses, commissions, and allowances ●Reconcile payroll data against attendance, leave records, and approved changes ●Support benefits administration (enrollments, changes, terminations) and maintain accurate benefits records ●Partner with finance/bookkeeping teams to ensure payroll accuracy and timely processing Onboarding & Offboarding ●Manage administrative onboarding logistics (employee setup, documentation, payroll and benefits enrollment) ●Coordinate offboarding processes, including final payroll inputs, benefits cessation, and access revocation Leave & Attendance Management ●Monitor attendance logs and leave balances ●Process leave requests in line with company policy and payroll cutoffs Compliance & Credentialing ●Track visas, certifications, benefits eligibility, payroll-related compliance documents, and policy acknowledgments ●Ensure the company remains audit-ready from both an HR and payroll perspective HR Correspondence ●Draft professional internal documentation, including employment verifications, compensation letters, benefits communications, and policy updates Data, Reporting & Systems ●Maintain HR and payroll trackers and produce regular reports on headcount, payroll changes, leave usage, and benefits costs ●Audit HRIS and payroll data regularly to ensure it remains the single source of truth ●Troubleshoot basic HRIS and payroll system issues Skills & Qualifications HR & Payroll Experience ●Minimum of 2+ years in HR administration or HR Generalist support with significant payroll and benefits exposure Bookkeeping / Accounting Background ●Practical experience supporting payroll, reconciliations, or financial record-keeping Operational Discipline ●Exceptionally detail-oriented with a strong ability to spot discrepancies in payroll data, contracts, or spreadsheets ●Confidentiality & Ethics: Proven ability to handle sensitive employee and financial information with discretion and integrity Technical Proficiency ●Experience with HRIS and payroll platforms (e.g., Rippling, BambooHR, Gusto or similar) ●Advanced skills in Google Sheets / Excel (formulas, reconciliation, data validation) ●Professional Communication: Excellent written English suitable for payroll documentation, benefits communications, and formal HR correspondence