Tokyo
Role Overview:
We are seeking an experienced Project / Program Manager to lead the transition of existing payroll clients in Japan from an external payroll provider/partner into our internal payroll operations.
This role will be responsible for end-to-end coordination of the transition program, working closely with the incumbent payroll team to gather knowledge, processes, and data, and ensuring a smooth, controlled migration into our standardized payroll delivery model.
The focus is on knowledge transfer, process alignment, documentation, and operational integration, ensuring continuity, compliance, and minimal disruption to payroll services.
Key Responsibilities:
Program & Transition Management
Lead the single transition program to migrate a defined portfolio of existing payroll clients
Develop and manage the overall transition plan, milestones, dependencies, and risks
Establish clear transition governance, reporting, and escalation frameworks
Ensure seamless coordination across internal payroll teams and the incumbent payroll provider
Partner & Knowledge Transfer Management
Act as the primary interface with the existing payroll provider team
Drive structured knowledge transfer sessions
Payroll processes and cycles
Country-specific requirements and nuances
Controls, calendars, and exception handling
Ensure accurate capture of process flows, key contacts, and operational insights
Proactively manage risks related to knowledge gaps, documentation quality, and handover timelines
Payroll Transition Execution
Oversee the end-to-end transition activities, including:
Current-state process discovery
Data validation and reconciliation
Parallel runs and testing cycles
Cutover planning and execution
Stabilization support post-transition
Ensure payroll continuity with no disruption to employee pay and compliance
Process Alignment & Documentation
Translate current-state processes into standardized internal payroll operating procedures
Develop high-quality documentation, including:
SOPs and process maps
Work instructions and control frameworks
Transition playbooks and checklists
Ensure processes are aligned with internal standards, controls, and governance requirements
Integration into Payroll Operations
Partner with internal payroll operations teams to ensure readiness to absorb transitioned clients
Define and execute structured handover to BAU payroll teams
Support workload balancing and operational ramp-up
Monitor post-transition stabilization and resolve any operational issues
Stakeholder Management
Engage and manage stakeholders across:
Internal payroll and shared services teams
External payroll provider
HR, Finance, and leadership teams
Provide clear updates on progress, risks, and key decisions
Build strong working relationships to ensure collaboration and accountability across all parties
Risk Management & Continuous Improvement
Identify, track, and mitigate transition-related risks (e.g., data accuracy, process gaps, compliance issues)
Implement controls to ensure payroll accuracy and audit readiness
Capture lessons learned and contribute to continuous improvement of transition methodology
Experience:
•Bachelor’s degree in Business, HR, Finance, or related field
•5–10+ years of experience in project/program management with solid technical and operational process management background
•Proven ability to manage third-party/vendor relationships and knowledge transfer processes
•Experience working across cross-functional and regional/global teams
Certifications / Qualifications:
•Experience in payroll shared services or outsourced payroll environments
•Familiarity with payroll platforms such as Bugyo, ADP or similar ones
•Project management certification (PMP, PRINCE2, or equivalent)
Skills:
•Strong program and stakeholder management skills
•Excellent communication and facilitation skills, especially for knowledge transfer
•High attention to detail
•Ability to navigate complex partner/vendor dynamics
•Structured, process-driven mindset with focus on standardization and control
•Strong problem-solving and decision-making abilities