Associate Specialist, Mid Office Payroll

Every year, we help hundreds of thousands of people find rewarding jobs in the ever-changing world of work.

We understand the importance of a job in peoples lifes and we want to help them find work that feels good. And we’ll help them continue to grow as their needs and ambitions change.

At Randstad, our value comes from our people and that is why we put them first. We are proud of our learning culture and career architecture framework that encourages ours team to develop both personally and professionally.

We believe that talent grows when presented with opportunity and this is why we encourage our people to think beyond their role. We have created a culture that enables talent to flourish, encouraging entrepreneurship, fostering team spirit, and continually building mutual trust.

JOB DESCRIPTION

Job Title: Associate Specialist, Mid Office Payroll

Reports To Team Lead (or above)

about Randstad

Randstad is the world’s largest talent company and a partner of choice to clients. We are

committed to providing equitable opportunities to people from all backgrounds and help

them remain relevant in the rapidly changing world of work. We have a deep understanding

of the labor market and help our clients to create the high-quality, diverse, and agile

workforces they need to succeed. Our 46,000 employees around the world make a positive

impact on society by helping people to realize their true potential throughout their working

life.

about Randstad Global Capability Center

Randstad Global Capability Center is responsible for strategic delivery for Randstad markets

and businesses globally. Through our centers of excellence of talent services, human

resources, finance, IT, and marketing, the Global Capability Center is a high growth and

acceleration enabler as we become the world’s most equitable and specialized talent

company. To realize this goal, we are expanding and strengthening our finance capability

center and this role specializes in managing timesheet and expense management framework.

The Mid-Office Coordinator is responsible for managing the administrative tasks required for

the successful placement of temporary employees (Talents) with clients. This role ensures

strict compliance with current labor legislation and Group internal processes. As a key player

in operational performance, the coordinator actively contributes to the continuous

improvement of administrative workflows across one or more regions.

In this role, you will have a clear set of responsibilities. However, as our organization is

constantly evolving, you may be asked to contribute to projects or tasks not explicitly

outlined in this job description. We value a flexible mindset and the ability to look beyond

your core remit.

Key Responsibilities

Client Configuration & Optimization (Osmose)

● Manage and improve client settings within the Osmose system.

● Support Consultants, Account Managers, or Process Managers in creating and linking

complex payroll rules.

● Optimize administrative processes, including contract management, HR templates,

time-clock imports, and Vendor Management Systems (e.g., Pixid).

Conduct weekly operational reviews and monthly post-payroll audits with agencies to

ensure data quality.

Talent File Management

● Follow up with Talents to secure and validate registrations in Osmose.

● Monitor medical fitness compliance (scheduling exams, updating files, and tracking

summons).

● Ensure the timely renewal of professional certifications (CACES), authorizations, and

residence permits.

● Generate risk assessment reports and mandatory monthly editions.

Contract Management

● Draft and issue temporary work contracts (CTT) and assignment contracts (CMD).

● Manage framework contracts ("contrats chapeaux") and specific assignment letters

for CDII (Permanent-Interim) contracts.

● Ensure all contracts are systematically signed.

Payroll Processing & Expenses

● Collect all timesheets and variable payroll data (absences, bonuses, etc.) from teams,

clients, or Time & Attendance (GTA) tools.

● Enter and audit timesheets in Osmose for compliance.

● Manage weekly follow-ups for missing supporting documentation.

● Process downpayments (advances) within established deadlines.

● Audit and reintegrate professional expenses in accordance with URSSAF regulations.

Support & Dispute Resolution

● Staff the dedicated telephone hotline for client and Talent inquiries/claims.

● Monitor contracts without defined end-dates and resolve anomalies.

● Manage the recovery of overdue invoices (excluding commercial disputes).

● Identify and flag overpayments for recovery.

● Handle administrative processing of wage garnishments and absence justifications.

Digital Transformation

● Promote and encourage the use of digital solutions (Client Portal, Youplan, Talent App,

e-invoicing, and digital pay slips).

Key Skills & Competencies

● Good experience of working with data, preferably in Microsoft Office (Excel, Word)

and Google Suite products (Gmail, Google Sheets including VLOOKUP and basic

formulas, shared drives) Excel or Google sheets.

● Strong process ownership and accountability to drive positive outcomes for self

● Ability to work under tight deadlines well skilled at multi-tasking

● Ability to respond to customer needs with speed and accuracy with strong focus on

customer service excellence.

● Troubleshoot, identify and report any potential identified issues.

● Ability to multi-task and deliver with excellence is an essential requirement of the

role.

● Willingness and eagerness to learn; is curious and demonstrates adaptability to

accommodate process priorities.

● Strong written and verbal communication skills. You should be comfortable to reach

out to colleagues, supervisors or stakeholders, can explain clearly what the key

messages are and deliver business solutions accordingly.

● Prior experience of working in salesforce tools is an added advantage.

● Payroll & Billing: Strong understanding of payroll mechanisms and anomaly

detection.

● IT Systems: High comfort level with business software (Osmose), VMS platforms

(Pixid, Fieldglass), and automation tools (RPA).

Education & Other Qualifications (Required and Preferred):

● Bachelor’s degree in commerce

● Minimum of 3-4 years of experience in administration / financial accounting / similar

work profile

● Prior experience of working on in timesheet and payrolling is a must

Workdays: Monday to Friday

Daily Hours: 9 hours per day (includes 1 hour of break each day)

Shift Timings: 8:30 am to 5:30 pm CET (flexibility to work timings needed during the month end

and other deadlines.

Reporting Line: You will be reporting into the team lead

Your development at Randstad:

At Randstad, your growth and development are central. We believe in training talent and

offer you an ideal working environment where you learn a lot. You will receive plenty of

learning and development opportunities. We are happy to discuss your ambitions with you

and look together at the direction in which you want to develop. You contribute to new

developments and the continuous improvement of our services.

Is this the job for you? We would love to hear from you! Please apply directly to the role and we will get in touch with you.