Senior Payroll Analyst

Company Introduction:

Airspace is a tech-enabled freight forwarder that’s redefining how the world’s most critical packages are delivered. Headquartered in Carlsbad, California, Airspace has employees who are based around the world. Our European headquarters is in Amsterdam, The Netherlands.

As a recognized leader in AI and machine learning, our team leverages data and patented technology to coordinate logistics across a global network of drivers and airlines. Our goal is to deliver those packages that are truly mission-critical in a way that is faster, more transparent, more secure, and more accountable than ever before. The items we deliver range from organs for transplant, to parts for critical machinery including grounded aircraft and highly sensitive components such as semiconductors.  

Airspace has been rated one of America’s best Startup Employers and listed as one of CNBC’s Disruptor 50 companies. Airspace has the support of leading investors such as Telstra Ventures, HarbourVest Partners, Defy Partners, DBL Partners, and Scale Ventures. To date the company has raised more than $140m. 

The company is growing rapidly and serving more places around the world than ever before. We are looking for passionate, motivated individuals who want to make an IMPACT every day to help us execute on our mission of reshaping the world of time-critical logistics. 

Job Overview

Accurate, on-time payroll is one of the most direct ways Airspace builds trust with its people, regardless of where in the world they work. As Global Payroll Analyst, you will be responsible for delivering that outcome: administering payroll across our entities and EOR partnerships, ensuring compliance with the tax, social security, and retirement requirements of every territory we operate in, and partnering with HR and Finance to continuously improve how payroll is run.

This role suits someone with genuine attention to detail under deadline pressure, hands-on experience administering payroll across more than one country or entity, and a preference for ownership over execution alone. This role will suit someone who identifies issues early and remains accountable for resolving them.

What You'll Do

Payroll Operations & Accuracy

• Own the employee payroll experience by responding to payroll inquiries with professionalism, empathy, and accuracy, building trust through clear communication and timely resolution of issues.
• Own and process global payroll across all Airspace entities and Employer of Record platforms, ensuring every payroll is processed on-time, with 100% accuracy while managing multiple concurrent payroll cycles.
• Maintain compensation, health benefits, and retirement plan administration across multiple jurisdictions. Ensuring all are accurately recorded in Payroll by performing regular audits and reviews.
• Demonstrate exceptional organizational skills by maintaining accurate payroll checklists, country-specific standard operating procedures (SOPs), and payroll documentation, while completing monthly retirement and benefits audits with 100% accuracy.

Global Payroll Expertise & Compliance

• Maintain working knowledge of the international tax, social security, and retirement landscape across every territory Airspace operates in, proactively flagging regulatory changes that require payroll configuration updates, and take ownership of timely filings and registrations with all US and international payroll statutory agencies.
• Coordinate with local in-country service providers to run international payroll accurately and on time.
• Managing relationships with payroll vendors and external partnerships in resolving any delays or issues that may arise.
• Maintain strong payroll controls, including approval workflows, segregation of duties, and regular review of audit trails to catch and prevent processing errors before they compound.
• Lead efforts to automate and scale payroll operations.

Process Improvement & Cross-Functional Partnership

• Partner closely with the core HR team, Finance and other teams to establish and refine global payroll best practices.
• Partner closely with HR, Finance, and Legal to manage payroll-related notices including wage garnishments, tax notices, agency audits, statutory workforce reporting, and other federal, state, and local agency communications ensuring timely action, accurate documentation, and full compliance with all payroll-driven requests.
• Bring at least one payroll process improvement or enhancement to the table each quarter.
• Support U.S. and international payroll transformation efforts, including automation initiatives, as Airspace scales into new markets.
• Communicate payroll matters clearly to colleagues and senior leadership, translating technical detail into relevant guidance.

Requirements

• 3+ years of experience as a payroll specialist or administrator, including international payroll or payroll across multiple organizations/entities and pay cycles.
• Excellent attention to detail, exemplary organization skills, strong written and verbal communication skills across teams and time zones.
• Technology savvy, with hands-on experience working in HRIS systems. Rippling, MTH Numbers, Vistra experience a plus.
• Independent and resourceful, with the judgment to recognize what merits escalation and the initiative to communicate it clearly.
• Ability to articulate and communicate clearly, concisely, and thoughtfully across time zones.
• Comfort managing multiple competing priorities in a dynamic and fast-paced environment.
• Intellectual curiosity, a drive to improve, and a willingness to make and learn from mistakes.
• A collaborative, selfless approach to teamwork.
• Familiarity with statutory payroll mechanics in several of the following: Garnishments, UK PAYE and pension management, Netherlands Zvw contributions, Singapore CPF, Malaysia SOCSO/EPF, and general LATAM social security, contractual versus at-will employment, FLSA classifications.
• Knowledge of GDPR, ERISA, HIPAA, COBRA, and emerging regulatory issues preferred.
• Experience calculating and processing variable compensation, including bonuses, commissions, incentives, and other supplemental earnings, while ensuring accuracy and compliance with local payroll regulations.

Role Details

Department: People Team

Reports to: Manager, Payroll & Human Resources

Team: Individual contributor; partners closely with HR, Finance, and local in-country payroll providers

Location: Remote (U.S.) — Carlsbad, CA preferred, not required

Hours: Pacific time zone hours preferred

Success Metrics

In this role, success is measured by the ability to deliver accurate and timely payroll, maintain compliance with applicable regulations, provide exceptional employee support, build trusted partnerships, and continuously improve payroll processes to enhance efficiency and the overall employee experience. Below are some examples of metrics that will be evaluated for the person in this position:

• Payroll Accuracy: Consistently processes payroll with a high level of accuracy, minimizing errors and ensuring employees are paid correctly across all entities
• On-Time Payroll Delivery: Meets 100% of payroll processing deadlines across all countries and payroll cycles.
• Employee Experience: Provides responsive, professional, and trusted support by resolving payroll inquiries promptly and maintaining high employee satisfaction.
• Compliance: Ensures payroll processes comply with all applicable federal, state, local, and international payroll laws, tax regulations, and company policies. Ensure agencies and payroll data are accurate and in good standing for quarterly filings by maintaining statutory account notices, openings and closures.
• Issue Resolution: Investigates and resolves payroll discrepancies efficiently, identifying root causes and implementing preventative solutions.
• Process Improvement: Identifies opportunities to streamline payroll processes, improve efficiency, and reduce manual effort while maintaining strong internal controls.
• Data Integrity: Maintains accurate payroll records and employee data, ensuring confidentiality and compliance with data privacy requirements.
• Cross-Functional Collaboration: Builds effective partnerships with HR, Finance, and external payroll providers to ensure seamless payroll operations.
• Audit Readiness: Maintains complete and accurate documentation to support internal and external payroll audits.
• Continuous Learning: Stays current on payroll legislation, tax changes, and best practices, proactively applying updates to payroll processes.

Your First 90 Days

Develop a strong understanding of Airspace's payroll systems, vendors, processes, and country-specific payroll requirements. Complete onboarding and shadow at least one full payroll cycle end-to-end across multiple entities. Build effective working relationships with local in-country payroll providers and key HR and Finance partners, and successfully process your first payroll cycle independently with appropriate support.

Your First 180 Days

Independently manage Airspace’s global payroll operations with a high degree of accuracy, consistency, and accountability, ensuring all payroll cycles are completed on time and in compliance with applicable regulations. Serve as a trusted payroll partner by proactively identifying opportunities to streamline processes, strengthen controls, improve efficiency, and enhance the overall employee payroll experience.

Compensation

Salary range: $75,000–$85,000/year, based on experience and location

• High-quality health, dental, and vision plan options.
• Open PTO.
• 401(k) with company match 

Core Values:

• We are One Team. We believe we all accomplish more when we are working together.
• We make an Impact. We are determined to have a positive influence on our environment, our customers, our industry, and our world.
• We are Passionate. We care deeply about our mission and are not afraid to raise the bar.
• We are Transparent. We pride ourselves on having open, honest, and sincere communication with our team and customers.
• We are Innovative. We never settle and are always striving to improve our product, service, and ourselves.

Airspace is proud to be an Equal Employment Opportunity and Affirmative Action employer. We do not discriminate based upon race, religion, color, national origin, gender (including pregnancy, childbirth, or related medical conditions), sexual orientation, gender identity, gender expression, age, status as a protected veteran, status as an individual with a disability, or other applicable legally protected characteristics. Additionally, Airspace participates in the E-Verify program for all locations.  

A friendly reminder: Airspace will only contact candidates from an @airspace.com email, a no-reply notification from no-reply@us.greenhouse-mail.io, or a verified LinkedIn profile. We never request fees or sensitive personal/financial information during recruiting. If something seems suspicious or feels off, please reach out to us at recruiting@airspace.com before responding.

For this role the acquisition of recruitment agencies is not appreciated, thank you for your understanding.