Payroll Account Management Associate or Senior Associate

It’s never been a more exciting time to join Vistra. 

At Vistra our purpose is progress. We believe that our clients have the power to change the world and to do great things for global progress, and we exist to remove the friction that comes from the complexity of global business – to help our clients achieve progress without friction.

But progress only happens when people come together and take action. And we’re absolutely committed to building a culture where our people can do just that. 

We have an exciting opportunity for you to join our team as Associate or Senior Associate. Reporting to the Manager/Head of Department, this full-time and permanent position is based in Japan and offers regional coverage, allowing you to make a significant impact to our Payroll Account Management Team and its’ growth.

Key responsibilities:

Bridging communication between client HR and VISTRA Payroll and Benefits Teams.

• Raising questions received regarding ongoing payroll calculations or benefits-related processing from clients to VISTRA Payroll and Benefits Teams and compiling/translating answers, as necessary. With experience gained, answering standard client questions independently.
• Following up with clients on open tasks, such as receiving confirmation or approval on calculations and reports.
• Responding to ad hoc requests from VISTRA Payroll and Benefits Teams to translate email communication with clients, partners, and internal parties, and review English texts prepared by VISTRA Payroll and Benefits Teams.
• Translating official documents (employment contracts, applications, certificates, etc.), letters (notifications, instructions, formal letters, etc.), and payroll-related data file contents (wage ledgers, payslips, calculation formulas, etc.) as needed.
• Maintaining and updating internal JPN-ENG template collection for communication with clients. 

Help desk

• Ensuring client’s HR team receives accurate advice / answers to questions asked, in a timely manner.
• In case client has corresponding service agreement, ensuring that client’s employees receive accurate advice / answers to inquiries, in a timely manner.

Teleconference facilitation

• Managing meeting set-up and leading teleconferences with ongoing clients as necessary.
• Interpretation at teleconferences regarding payroll and benefit-related processing.
• Joining teleconferences for the purpose of creating meeting minutes to ensure mutual understanding and timely follow-up.

Client onboarding project management

• Opportunity to lead new client onboarding process for payroll and benefit services.
• Leading weekly teleconferences to introduce and manage payroll and benefit set-up processes, procedure timelines, and document submission.
• Providing consultation regarding Japan’s payroll regulations, annual payroll events, and statutory insurance systems.
• Coordinating timely information exchange, enrolment, and system set-ups.
• Coordinating internal information exchange with other VISTRA teams and presenting project progress.
• Ensuring project completion on time and within scope.
• For new clients transitioning from a different payroll vendor, project management includes negotiation of service scope, specific processes and timelines with the client directly or third-party.

Process improvement

• Providing feedback during scheduled meetings on ideas to improve current processes.
• Opportunity to lead change, such as creating templates and reference materials for future usage, unifying tool usage, and more, as necessary.

Key requirements

• Business Japanese N2 or equivalent, Business Level English
• Microsoft Word, Excel, and PowerPoint proficiency
• Basic understanding of customer service, where related work experience will be considered an asset
• Impeccable communication and interpersonal skills with a helpful, confident, and engaging personality

If you are excited about working with us, we encourage you to apply or have a confidential chat with one of our Talent Acquisition team members. Our goal is to make this a great place to work where all our people can thrive. We hope you join us on this exciting journey!