HR Operations & Payroll Specialist

HR Operations & Payroll Specialist at IncubatorLab

Remote - Worldwide

IncubatorLab is looking for a talented HR Operations & Payroll Specialist to join our thriving team!

Role Objective:

You are the anchor. As an HR Operations & Payroll Specialist, you own the day-to-day financial tracking, HR administrative operations, and payroll compliance for a single, dedicated brand portfolio. This is a hands-on role requiring exceptional quantitative reasoning, strong analytical judgment, and the ability to operate without heavy hand-holding. You aren't just logging numbers; you are a numbers-driven problem solver who builds streamlined administrative and financial workflows to keep our growth engine running smoothly.

What You'll Do:

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

What we are looking for:

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

WORKING HOURS: REMOTE-FIRST & ASYNCHRONOUS

We prioritize output over hours. However, because this role is deeply integrated with our weekly and monthly payment cycles, we require strong overlap with US business hours (Eastern Time Zone / EST preferred) for real-time troubleshooting, banking approvals, and communication.

HOW TO APPLY

We value proof of performance. Please submit your resume along with a brief description of a previous financial workflow you optimized.

• Include: Examples of financial data management (e.g., managing high-volume invoice processing) and your preferred reconciliation logic.

What's atypical about the company:

Incubator Labs is a performance-focused growth organization that builds and scales brands through rapid experimentation, creative iteration, and disciplined execution. We operate as an internal growth engine, not an agency. You will have the unique opportunity to dive incredibly deep into one brand portfolio rather than managing fragmented client relationships.

Application Process:

Interested candidates should apply directly for consideration. Upon submitting your application, our hiring team will review your credentials and will notify you if you are selected to participate in the interview process. We appreciate your interest in IncubatorLab and kindly ask that you refrain from inquiries to our teams via LinkedIn.

No third party or agency submissions will be accepted.

IncubatorLab is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. We consider all qualified applicants for employment regardless of race, religious creed, color, national origin, ancestry, physical disability, mental disability, medical condition, genetic information, marital status, sex, gender, gender identity, gender expression, pregnancy, childbirth and breastfeeding, age, sexual orientation, military or veteran status, or any other protected classification, in accordance with applicable federal, state, and local laws. If you have a disability or special need that requires accommodation, please feel free to contact us.