Operations Manager US Payroll & Billing
Location: PuneExperience: 10+ years (minimum 5 years in US payroll and billing operations)
Role Summary
The Operations Manager US Payroll & Billing will lead end?to?end payroll and billing operations for US clients, ensuring accurate, compliant and timely processing of payroll, invoicing and reconciliations.The role will manage a team in Pune, drive process excellence, and partner closely with Finance, HR and US stakeholders to maintain high accuracy, compliance and strong client satisfaction.
Key Responsibilities
- Own end?to?end US payroll processing cycles (weekly/bi?weekly/monthly) including data consolidation, calculations, validations and final approvals for US employees/contractors.
- Ensure full compliance with US federal, state and local payroll, tax and wage regulations, staying updated on any statutory changes impacting payroll and billing.
- Oversee US client billing operations: time?sheet validation, rate application, invoice generation, credit notes, and periodic reconciliations with Finance.
- Implement robust review and audit checks to minimize errors in payroll runs, tax filings and billing outputs; drive root?cause analysis and corrective actions for recurring issues.
- Manage daily operations of the payroll and billing team in Pune, including workload allocation, SLA tracking, quality monitoring and escalation management.
- Collaborate with US HR, Finance, Client Services and external vendors (payroll platforms, CPAs, etc.) to resolve complex payroll/tax/billing issues.
- Maintain and optimize payroll and billing systems/HRIS/ERP (e.g., ADP, Workday, QuickBooks or similar), ensuring data integrity and process automation.
- Prepare periodic MIS and dashboards on payroll costs, headcount, billing, collections, ageing and variance analysis for management reviews.
- Support month?end and year?end activities including GL postings, reconciliations, accruals and audit schedules related to payroll and billing.
- Develop, document and continuously improve standard operating procedures (SOPs), controls and checklists for US payroll and billing processes.
- Lead, coach and mentor the team; drive performance management, training and succession planning within the function.
Required Qualifications & Experience
- Bachelor's degree in Commerce/Finance/Business or related field; MBA/Professional certification preferred.
- 10+ years of overall experience with at least 57 years handling US payroll and client billing operations in a BPO/KPO/IT/Staffing environment.
- Strong working knowledge of US payroll concepts (gross?to?net, deductions, benefits, garnishments, overtime), multi?state taxation and statutory compliance.
- Hands?on experience with US billing cycles, rate structures (hourly, C2C, C2H, fixed?fee), credit/debit notes and reconciliations for US clients.
- Prior experience managing an operations team of 815 members or more in a fast?paced environment, with clear SLA/metric ownership.
- Proficiency in payroll and billing systems (e.g., ADP, Paychex, Workday, QuickBooks, SAP/Oracle/NetSuite, or similar) and advanced MS Excel skills.
Skills & Competencies
- Excellent analytical and problem?solving skills with strong attention to detail and accuracy.
- Strong people management, coaching and conflict?resolution skills.
- Ability to work in US shift/overlapping hours and manage multiple US stakeholders across time zones.
- Strong communication skills (written and verbal) to interact with US clients, auditors and internal leaders.
- Process?oriented mindset with a focus on automation, standardization and continuous improvement.
Work Schedule & Location
- Location: Pune
- Willingness to work in US time zones and adjust hours during peak cycles such as month?end, quarter?end and year?end payroll/billing runs
