[Remote] HR Operations & Payroll Specialist

Note: The job is a remote job and is open to candidates in USA. IncubatorLab is looking for a talented HR Operations & Payroll Specialist to join their thriving team. In this role, you will manage day-to-day financial tracking, HR administrative operations, and payroll compliance for a dedicated brand portfolio, ensuring seamless workflows and accurate reporting.

Responsibilities

• Take full ownership of tracking, auditing, and executing monthly payments for all recruiting and HR team software subscriptions
• Organize, audit, and maintain clean digital files for critical talent documents, including signed offer letters, independent contractor agreements, and compliance paperwork
• Partner directly with the Head of HR to prep payroll cycles, maintaining the single source of truth for global contractor billing and internal tracking
• Reconcile department expenses, vendor invoices, and contractor billings to ensure all operational costs are correctly coded and processed on time
• Transition seamlessly between digital ledger systems (QuickBooks), payroll platforms, and complex HR tracking sheets to build clean, audit-ready reports for leadership

Skills

• 3+ years experience with managing payroll for a 200+ person organization
• Exceptional organizational skills with a proven ability to manage high volumes of sensitive HR, recruiting, and financial documentation without hand-holding
• Deep familiarity with payroll systems (Quickbooks), automated invoicing software, and advanced Excel features
• A numbers-driven problem solver who can connect operational metrics (like software spend and contractor costs) back to the brand portfolio's bottom line
• The ability to translate technical financial trends, budget constraints, and compliance requirements clearly to creative and recruiting team members

Company Overview