Senior Specialist, Payroll & People Operations

Senior Specialist, Payroll & People Operations Location: Tokyo-東京都 メドライン・ジャパン合同会社は、Medline Inc. の日本法人です。医療機関向けに、手術準備キット、ガウン・ドレープなどの不織布製品、手術室関連製品、手術用・検査用手袋、個人防護具、呼吸療法製品、血管カテーテル関連製品などの医療機器・用品を製造・販売しています。国内には、東京本社、主要都市の支店・営業所のほか、手術準備キット工場、物流センター、滅菌センターを有しています。詳細は弊社のウェブサイト https://www.medline.co.jp をご覧ください。 Job Summary In a Workday-enabled environment, this role ensures stable and compliant delivery of Japan payroll and people operations (payroll, social insurance, taxes, onboarding/offboarding, etc.) with high accuracy and on-time execution. The role establishes repeatable operating standards (SOPs, checklists, audit trail) and maintains high-quality master data in Workday to reduce single-point dependency and strengthen operational resilience. Target Operating Model (In-house Payroll Operating Model) In the near term, payroll calculations will continue to be performed in-house. This role strengthens accuracy, timeliness, internal controls, and standardization with Workday as the system of record. Scope covered in-house: • Monthly payroll calculation (including bonuses, deductions, and retroactive adjustments) • Year-end tax adjustment operations (including annual withholding statements, statutory filings, and payroll reports such as eLTAX, etc.) • Resident tax administration (special collection: changes, reflections, annual notices, etc.) • Social insurance and labor insurance procedures (enrollment/separation, dependents, childcare leave benefits, sickness benefits, annual renewal, etc.) including coordination with the labor and social security attorney (sharoshi) Operational governance led by this position: • Support final accountability: organize exceptions, perform pre-payroll validation checks, and coordinate urgent responses • Maintain Workday master data quality with clear change approval rules and disciplined inputs • Create and maintain SOPs, checklists, and audit trail documentation for internal review and audits • Coordinate deadlines, issues, and improvement actions with internal stakeholders and external partners (including sharoshi) Note: Policy decisions such as compensation structures, salary ranges, and updates to work rules/wage regulations are owned by the Senior Manager. This role is the primary owner for operational control and implementation. Job Description Key Responsibilities A. Monthly Payroll, Bonus, and Year-End Tax Adjustment Operations Communicate monthly time-closing schedule, follow up on missing/incorrect entries, and control closing deadlines Extract and validate prior-month timekeeping errors; follow up with employees for correction Prepare monthly time summary reports and provide timekeeping data to sites (ADC/KMF) as needed Request monthly time approvals from department heads via Jobkan workflow and track completion Collect, verify, and reflect variable pay, deductions, and retroactive adjustments Operate year-end tax adjustment process (communications, collection, rework handling, and required document control) Respond to payroll inquiries from employees/managers; maintain FAQs/knowledge articles Perform pre-payroll validation checks (outlier detection, variance checks) and escalate when needed Execute double-checks on payroll/bonus data with independent reviewer logic (maker-checker approach) Provide monthly payroll summaries (base, variable, deductions) and required data to internal stakeholders Support payroll journal voucher preparation and reconciliation in partnership with Finance Maintain retirement/termination benefit points and submit payment requests when applicable Run payroll calculation and execute salary payments (including time integration and fixed/variable components) Issue invoices for under-deduction recovery and follow up on collections when applicable Register and validate results in required systems (e.g., Jobkan payroll) Create and distribute withholding statements; support statutory filings such as payroll reports (eLTAX) and legal reports (eTax) in coordination with relevant teams Prepare and provide payroll data for month-end / closing activities (Finance support) B. Benefits, Social Insurance, and Labor Insurance Manage social insurance procedures (enrollment/separation, dependents, name changes, etc.) in coordination with sharoshi Support childcare/eldercare/sickness benefit cases (guidance, document collection, and internal records) Support workers’ compensation procedures as needed Process social insurance premium payment workflows (e.g., via X-point) and maintain supporting data Handle periodic events such as insurance card renewal and status checks in coordination with sharoshi/health insurer Operate Benefits Station membership (join/leave), payments, and inquiries (including password resets) Manage company savings plan (zaikei) enrollments/changes/cancellations, including incentive reflections and balance notice distribution Manage private insurance change notifications (group plans) and travel insurance procedures for overseas travelers C. Tax Administration (Resident Tax, Withholding-related Operations) Administer resident tax (special collection): change notices, reflections to payroll, and annual notice distribution Download and validate resident tax data; prepare change forms and reflect into payroll Communicate resident tax switching guidance for new hires within the fiscal year; distribute notices Submit resident tax change notifications for resignations/leaves (resignation month handling) Respond to municipal tax inquiries such as payroll payment status confirmations Support ad-hoc tax-related operations as needed in partnership with Finance D. Employee Lifecycle Administration (On/Offboarding & Contracts) Operate onboarding and offboarding processes (guidance, document collection, sharoshi coordination, required internal notifications) Deliver new hire orientation (HR policy overview and Jobkan usage guidance) Track probation completion for new hires and coordinate follow-ups when required Prepare and share lists of current and next-month leavers with relevant stakeholders Process leaver actions (Jobkan and account deactivations; safety confirmation service; benefits registration/termination) Reflect hire/termination/internal transfers in Jobkan (payroll/time/labor/workflows) Pre-boarding: Jobkan registrations (labor/WF/time/payroll), request sharoshi onboarding procedures, coordinate expense bank account setup with Finance Post-boarding: distribute qualification notices/verification documents; support initial registrations for benefits programs Offboarding: register termination in Jobkan, send offboarding guidance and forms, conduct exit interviews Post-exit: collect and send insurance cards to sharoshi; mail separation documents/benefit statements; send withholding statements (payroll and retirement/termination payments) Manage contract employee renewals and contract document administration (HQ/ADC/KMF) E. Statutory Operations (Health Checks, etc.) Operate annual health check program: communications, enrollment, results distribution, payment processing, and recordkeeping Distribute health check vouchers/kits; maintain completion lists and ledgers Submit required health check reporting documents F. Workday Enablement and Operational Standardization (P3 Elements) Maintain Workday payroll-related data integrity (attributes, deductions, pay components, etc.) and embed operating rules Standardize monthly closing process (closing calendar, exception flows, approval rules) and convert to checklists Analyze and correct recurring inconsistencies across data/time/pay components and prevent recurrence through process fixes Build knowledge assets (FAQs, inquiry channels) and provide guidance communications to managers/employees Maintain audit-ready records and traceability for internal review and audits Perform recurring Jobkan data downloads/extracts and system operations such as timekeeping calendar settings Maintain paid leave and short-term sickness leave accrual/updates when needed Issue employee certificates and share required rosters/data with internal stakeholders (within approved scope) Support organization chart updates following internal transfers/announcements as needed KPI Examples (Measurements) Monthly payroll: 100% on-time delivery; zero critical errors; continuous reduction of corrections/variances Year-end tax adjustment: on-time completion; reduced rework rate; fewer inquiries Social insurance/benefits: zero late filings; audit-ready records Standardization: SOP/checklist completion rate (target percentage); reduced single-point dependency Qualifications 5+ years of hands-on experience in Japan payroll, social insurance, taxes, and year-end tax adjustment operations (as a guideline) Experience working with external partners (e.g., sharoshi) to deliver on-time and accurate operations Strong Excel skills for reconciliation, recalculation, and anomaly detection High discipline for handling confidential information (including My Number), documentation, and recordkeeping Business-level Japanese; English reading/writing and basic meeting communication preferred Nice to have: Experience in operational standardization/improvement or participation in payroll/benefits system enhancements (including Workday integration) Understanding of HRIS-to-payroll integration and data governance Experience preparing audit trail / internal control documentation and supporting audits Experience in a regulated industry (medical devices/pharma, etc.) Role Boundaries This P3 role owns operational control and continuous improvement for payroll/benefits/tax administration. Policy and major exception decisions are escalated to the manager as required. Success Profile (Illustrative) By Month 3: Operates monthly payroll as the primary owner; begins SOP/checklist build-out for key processes By Month 6: Year-end process plan and roles are clearly defined; Workday payroll-related data quality is stabilized By Month 12–18: Operational standardization and data discipline are established, and single-point dependency is significantly reduced