Our Company
At DOXA, we are dedicated to connecting businesses with top-tier talent across various industries. Our mission is to deliver innovative solutions that drive exceptional outsourcing services, enabling companies to expand their teams and grow their operations seamlessly.
What sets DOXA apart is our commitment to fostering a vibrant and supportive team culture. Join us and be part of a culture that prioritizes your happiness and well-being, ensuring you thrive both personally and professionally.
The Role
We are looking for a meticulous and proactive
Payroll and Operations Administrator to join our growing team following our recent acquisition. This role is pivotal in ensuring smooth payroll processing for contractors, supporting day-to-day business operations, and enabling seamless back-office functionality across our recruiting organization. You will collaborate with HR, finance, and delivery teams to maintain compliance, streamline internal systems, and uphold operational excellence.
The ideal candidate is highly organized, detail-driven, bilingual in English and Spanish, and thrives in a fast-paced, remote environment. This role is best suited for someone who takes ownership, values accuracy, and is energized by building strong operational foundations for a growing business.
Location: Must be in Colombia – Remote.
Environment: Colombian and International Teams.
Language: Advanced English (B2+ - C1).
Timezone: Monday to Friday – 9:00 AM – 6:00 PM EST.
Contract: Non-fixed Term Colombian Contract.
Requirements
- Bachelor's degree in Business Administration, Finance, Accounting, HR, or related field.
- 2–4 years of experience in payroll processing and administrative operations (preferably in a remote or recruiting environment).
- Proficiency in payroll and accounting software (e.g., QuickBooks, Deel, Gusto, Xero).
- Strong Excel skills and comfort working with spreadsheets and financial data.
- Excellent organizational and time management skills; ability to multitask and meet deadlines.
- Exceptional attention to detail, accuracy, and confidentiality.
- Effective communication skills, both written and verbal.
- Self-starter with a process-oriented mindset and strong problem-solving abilities.
- Prior experience supporting offshore or remote teams is a plus.
Education: Bachelor's degree in Business Administration, Finance, Accounting, Human Resources, or a related field.
Experience
- 2–4 years of experience in payroll processing and administrative or operational support roles.
- Experience supporting remote teams and working within recruiting, staffing, or service-based environments is preferred.
- Hands-on experience managing payroll cycles, contractor payments, and financial records.
Skills
- Payroll processing and payroll systems management
- Financial data handling and reconciliation
- Strong proficiency in Excel and spreadsheet-based reporting
- Familiarity with payroll and accounting platforms (QuickBooks, Deel, Gusto, Xero, or similar)
- Administrative operations and back-office support
- Documentation management and process tracking
- Basic accounts payable and vendor coordination
- Clear written and verbal communication in English and Spanish
- Ability to work across multiple systems and tools in a remote environment
Characteristics
- Highly detail-oriented with a strong focus on accuracy
- Trustworthy and able to handle sensitive and confidential information
- Proactive, accountable, and ownership-driven
- Process-oriented with a continuous improvement mindset
- Organized and able to prioritize in a fast-paced environment
- Adaptable and comfortable with change in a growing organization
- Collaborative team player who can also work independently
Responsibilities
Payroll Administration
- Process weekly payroll for contractors accurately and on schedule, ensuring timely payments and proper documentation.
- Maintain up-to-date payroll records, benefits deductions, and employee data in the payroll system.
- Liaise with finance to reconcile payroll reports and ensure correct posting to the general ledger.
- Stay updated on regional labor and tax laws to ensure payroll compliance.
- Support year-end processing, tax filings, and audit preparation related to payroll.
Operations Support
- Assist with operational tasks such as tracking employee onboarding/offboarding activities and maintaining internal databases.
- Manage company documentation, SOPs, and filing systems to ensure organization and accessibility.
- Monitor internal requests and coordinate cross-functional communication for issue resolution.
- Provide administrative support to HR, recruiting, and finance functions as needed.
Vendor & Contract Management
- Maintain records of external vendors and contracts, ensuring timely renewals and compliance documentation.
- Coordinate with service providers (e.g., benefits, software tools, external accountants) to manage deliverables.
- Assist with invoice processing and liaise with accounting to support accounts payable tasks.
Compliance & Data Management
- Ensure operational processes meet compliance standards including labor laws, data protection, and financial regulations.
- Support audits and internal reviews by providing timely, accurate documentation.
- Maintain employee data with a high degree of confidentiality and data hygiene.
Process Improvement
- Identify opportunities to optimize internal systems and workflows across payroll and operations.
- Assist in the documentation and rollout of new processes or operational initiatives.
- Collaborate with leadership to ensure scalability of operations as the team grows
