For over 35 years, Aesop has carefully cultivated an inspiring and inclusive environment in which our employees are supported and encouraged to thrive. As a global retail organisation, we offer professional development and advancement opportunities to complement career goals and aspirations.
Our approach to skin care involves meticulous attention to detail, using only the most efficacious ingredients to create formulations which stir the self and senses. The same meticulous approach is taken during our recruitment process, seeking out considered and inspired individuals with a wealth of perspectives who bring out the best in themselves and others.
We aim to strike the right balance between people, planet and profit, actively reducing our footprint on the planet that generously sustains us. So far, this journey has led us to become a certified B Corp. We are committed to building a more sustainable and inclusive society.
Role purpose
The Payroll Officer DACHI manages and provides full Payroll administrative assistance to the DACH, Italian (DACHI) and Spain regions, with particular focus on Germany and Austria (ca. 100 employees in DE and ca. 12 employees in AT) to ensure the accurate and timely delivery of monthly payrolls. The Payroll Officer DACHI supports another Payroll Officer based in London, who is also responsible for these payrolls, and you support where needed to the wider EU Payroll Teams for all Aesop countries.
Role responsibilities include, but are not limited to –
Responsible for completing the monthly payroll input templates for the DACHI, Spain and mid-sized market payrolls, liaising with the People Services teams to ensure all payroll related changes are captured accurately and processed in accordance with the monthly payroll deadlines, ensuring all necessary payroll documentation (local New Hire and registration docs, along with checked ID and RTW documents, where applicable) are downloaded and shared with various providers
Support the implementation / integration of systems, processes, operations and projects across the DACH, Italy and Spain region in partnership with the European Payroll Strategy, working closely with the Payroll Officer for DACHI based in London [CH & IT], the wider EU payroll teams and the Head of Payroll
Monitor regulatory environment and ensure changes are understood, planned and incorporated into the countries Standard Operating Procedures (SOP)
Prepare all static Master Data files for submission to payroll providers such as New Hires, Leavers and pay related changes, as well as monitoring the accurate collection of all personal details regarding Health Insurance selection, Social Ins No. and Tax ID. Prepare all variable pay for Retail Store worker Hours via Aesop Time & Attendance system, in line with Payment & Deduction Templates
Collaborate with Payroll Officer DACHI for support and any necessary payroll checks and validations, prior to payroll approvals
Act as first line support for Germany and Austria payroll related queries, via Zendesk ticketing system, providing responses in accordance with payroll team’s internal SLAs
Prepare the monthly payroll reports for Financial Accountants
Updating internal absence systems (WhosOff) with Hires, Leavers, Changes
Seek validation of payroll absences before calculation of annual leave entitlement
Management of leaver payroll related documents (Insurance documentations)
Monthly administration of employee benefits and processing of company pension scheme
Reconciliation and preparation of social security / tax payment. Management of the monthly sick note retrieval via the social security platform (DE only) and the administration of long-term absences, as well as the processing of social insurance compensations (such as maternity and sick pay)
Reconciliation and distribution of yearly employee tax certificates (DE) only
Issuing employer certificates and documents for unemployment office
Identify areas for improvement in existing payroll-related processes, tools, reports, taking the initiative to propose and drive through changes
Work with the HRIS team to develop and extract monthly reports from our HRIS Workday system, assisting with potential data feeds to payroll to help streamline payroll processes.
This is a full time position on a 12 month fixed-term contract, operating with a hybrid working pattern, based at Aesop’s head office in London Bridge.
What we are looking for
Open mindset and deep curiosity seeking to understand others, listen without judgement and act on diverse perspectives
Commitment to fostering an inclusive and psychologically safe work environment
Advanced Microsoft Excel skills (VLOOKUPs, IF Statements, Pivot Tables)
Ability to speak and read both German and English
A minimum of 18 months payroll experience in German & Austrian payrolls, with strong knowledge of DE and AT statutory payroll regulations
Experience with different types of workers e.g. Students, Mini-Jobbers
Strong understanding of market specific payrolls and administration from start to finish
Experience of working with an outsourced service model
Experience of using HRIS software including reporting (preferably Workday) and T&A program
Thorough attention to detail and the ability to spot inconsistencies/mistakes in data
Flexible approach and the professionalism to handle sensitive and confidential information
Strong communication and organisation skills with the ability to work on own initiative and under pressure in order to meet tight deadlines
Desire to instigate change and improve and simplify processes
Previous experience within the Retail sector is preferred
Local country Benefit Administration experience.
What’s on offer
We take a holistic approach to employment, promoting professional development, career growth, employee wellbeing initiatives and encouraging deep connections with the local community through the Aesop Foundation, volunteering and matched giving programs. Employee benefits include -
Flexible, hybrid working pattern
Generous product discount allowance and bi-annual complimentary product allocation
Paid volunteering allowance for all employees
Bonus opportunity based on personal, and business, performance
Suite of options to aid development, including complimentary access to LinkedIn Learning, in-house Product and Core skills training and study support opportunities
Access to employee assistance programmes, summer wellness vacation options and complimentary subscription to the Headspace mindfulness app.
Aesop is committed to attracting, developing and retaining the very best people by offering a creative and inclusive workplace where talent is truly recognised and rewarded. We are committed to promoting inclusion for all with the belief that diversity, inclusion and belonging plays an important role in the success of our organisation. We actively encourage everyone to consider becoming a part of our journey.
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