Payroll Coordinator, Latam (Xico)

Position Summary

The Payroll Coordinator for Latin America is responsible for overseeing and executing the end‑to‑end payroll process across multiple countries within the region. This role ensures full compliance with local legislation, maintains strong relationships with payroll vendors, and drives continuous improvement of payroll systems and processes. The Payroll Coordinator works closely with HR, Finance, and external partners to deliver accurate, timely, and compliant payroll services.

Key Responsibilities

• Manage the end‑to‑end payroll cycle for all entities within the Latin America region.
• Review, validate, and approve payroll inputs and outputs to ensure accuracy, completeness, and compliance.
• Monitor and interpret payroll‑related legislation across countries, ensuring timely updates and adherence to regulatory requirements.
• Maintain strong relationships with external payroll providers and ensure consistent execution of standardized payroll processes.
• Manage country‑specific payroll components, including employee benefits, vacation accruals, pensions, and statutory contributions.
• Verify and process payroll deductions, ensuring accurate accounting and posting.
• Identify opportunities for process improvements and support payroll systems optimisation and automation initiatives.
• Prepare and analyse payroll reports, including:
  • Earnings and deductions
  • Taxes and statutory contributions
  • Leave, disability, and non‑taxable income
• Investigate and resolve payroll discrepancies, ensuring data integrity and proper system reconciliation.
• Respond to payroll‑related inquiries from employees and stakeholders, providing clear and timely guidance.
• Develop, maintain, and update payroll policies and procedures aligned with best practices and legal requirements.
• Ensure ongoing compliance with local labour laws by proactively monitoring legislative changes and advising relevant stakeholders.
• Implement and monitor internal controls related to payroll processes and audits.
• Act as a key user for payroll systems by supporting cross‑functional teams, delivering training sessions, maintaining training materials and documentation, and ensuring proper segregation of duties and compliance with audit standards across all countries in scope.
• Collaborate with HR, Finance, and other departments on payroll budgeting, forecasting, and fund allocation.
• Perform additional duties as required to support payroll operations and organisational objectives.

Qualifications and Experience

• Minimum 5+ years of experience in payroll, preferably in regional or multi‑country environments.

Skills and Competencies

Technical & Systems Skills

• Strong knowledge of payroll systems and processes.
• Advanced MS Office skills, including Outlook, Word, and PowerPoint.
• Power BI and Forms (desirable).
• Experience with data analysis tools and digital solutions (e.g., Copilot).

Communication & Interpersonal Skills

• Excellent communication and stakeholder management skills.
• Strong intercultural awareness and sensitivity.
• Solid understanding of payroll principles and legislation.
• Ability to interpret payroll laws and apply them within systems.
• High attention to detail and accuracy.
• Strong organisational and multitasking abilities.
• Ability to work independently with minimal supervision.
• High level of integrity and confidentiality.

Professional Skills

• Strong analytical and problem‑solving capabilities.
• Ability to work effectively in a collaborative, multicultural environment.

Core Competencies

• Making it happen
• Building relationships
• Forward thinking
• Self‑confidence and initiative
• Openness and flexibility
• Goal orientation
• Professional expertise

At Wärtsilä we value, respect and embrace all our differences, and are committed to diversity, inclusion and equal employment opportunities; everyone can be their true self and succeed based on their job‑relevant merits and abilities.