Payroll Coordinator

Job Description

Job Description

Location: Tualatin, OR

Position Status: Full-time, 30-40 hours/week

Looking for a role where your work has real impact? 

At Xenium HR, we’re on a mission to transform workplaces for the better. You’ll join a team of passionate HR, Payroll, and Benefits professionals working with small and medium-sized businesses across the Pacific Northwest. We support businesses with limited or no internal HR resources, as well as companies with internal HR staff seeking expertise and training. We’re known for building strong relationships with our clients, so we can help identify what their business really needs to transform and thrive.  

What it’s like to work here:

Providing transformational services starts within our walls. We’re invested in creating a positive, rewarding experience with opportunities to learn, grow, advance, and shape the workplace. Xenium offers an inclusive work environment where employees can both make a difference and succeed. If you value authentic relationships, service excellence, diversity, equity, and inclusion—and want to work where everyone knows you and your name, Xenium may be the place for you.  

How this role transforms workplaces:

The Payroll Coordinator provides primary support to the Payroll and Tax departments, leading key payroll activities to ensure accurate and timely processing. This role focuses on payroll-related duties approximately 75% of the time while also supporting administrative functions for Xenium HR, namely administrative and mail-related. The Payroll Coordinator collaborates across teams to maintain accuracy, organization and policy alignment, resolve administrative payroll and tax questions, and contribute to efficient department operations.

• Assists with incoming and outgoing mail-related duties on an ongoing basis in coordination with the Sr. Operations Specialist, including driving mail three times per week. Coordinates coverage with an appropriate manager as needed. Must have access to a vehicle to support this responsibility.
• Packages payroll checks and reports. Coordinates Fed-Ex and courier shipments.
• Completes custom requested client reports as requested by the Payroll team.
• Responds promptly to urgent payroll issues or emergencies and communicates effectively to mitigate risks and minimize disruptions. Facilitates communication between payroll team members and other departments to ensure timely exchange of information and resolution of issues.
• Provides top notch customer service to clients, both external and internal, providing the most accurate and compliant answer in a timely manner.  Customer service includes emails and phone conversations with same day responses.  Analyzes customer concerns and provides resolutions that benefit both the client and are within legal guidelines.  Builds a relationship of trust and sincerity with clients.    
• Processes and manages employee garnishments in compliance with federal, state, and local regulations, ensuring accurate and timely deductions and remittance .
• Enters new hires and employee maintenance efficiently and accurately.
• Completes administrative duties for quarterly tax preparation. Assists in special projects or initiatives related to payroll tax and quarterly filing, as necessary.
• Supports the Employee Experience Team in addressing client employee requests and resolving issues when needed.

Who you’ll work with:

Payroll team, Benefits Team, HR Business Partners

Required experience and skills :

• High school diploma or equivalent, with one to two years of experience in office administration, data entry, customer service, HR, accounting, or a related professional office environment. Payroll knowledge or experience is preferred.
• Strong attention to detail and commitment to accuracy, particularly when processing payroll, entering data, and following company policies and regulatory requirements.
• Proficiency with Microsoft Excel and database systems; ability to learn and navigate payroll and other business systems.
• Strong organizational and time-management skills, with the ability to prioritize competing deadlines and work with a sense of urgency while maintaining accuracy.
• Exceptional customer service skills and the ability to work independently as well as collaboratively with a team.
• Excellent verbal and written communication skills.
• Demonstrated ability to handle confidential employee and payroll information with discretion and professionalism.
• Strong problem-solving and analytical skills, with the ability to exercise sound judgment and take initiative.
• Flexibility and adaptability in a fast-paced environment.

Position Requirements:

• Full-time, 30-40 hours per week.
• Monday–Friday, 7:30 a.m.–4:30 p.m. Pacific Time.
• This is an onsite position based in the Tualatin office.
• Minimal travel is required, limited to driving to the mail/PO three times per week.

Don’t meet every requirement? We’d still like to hear from you:  

If you enjoy being part of a collaborative team, building relationships, and making a difference in workplaces, we encourage you to apply – even if you believe you don’t meet all of the requirements described. Studies have shown that individuals with marginalized identities are less likely to apply for jobs unless they meet every qualification in the job description. Our priority is finding the best candidate for the job, and we welcome candidates from all backgrounds. Xenium HR is an equal opportunity employer, promoting diversity and inclusion and offering a learning and team-focused environment.  

Total compensation and salary range:

Our total rewards philosophy is centered around the whole person, including comprehensive health and financial benefits and life balance resources designed to support the passion, commitment, and energy that is vital to our team members. 

Xenium HR is committed to providing a competitive compensation package. The starting salary for this role ranges from $22-23/hour based on skills/knowledge, years of experience, and ensuring pay equity within the organization. The hiring team will share more details regarding compensation based on your experience and location during the interview process. 

Benefits: 

Employer paid medical, dental, vision

FSA for health & dependent care

Life & Disability plans

Employee Assistance program

Wellness program

401k with match

Profit Sharing program

Paid time off 

Paid holidays of your choice

Perks:

Flexible work arrangement with autonomy and trust

Caring leadership

Complimentary massages

½ day in summer 1x/month (June, July, August)

Tuition/educational assistance for under-grad degrees

Sabbatical and travel awards starting at 10 years

Professional development book clubs and cultural awareness & appreciation conversations

Regular training events

Peer Recognition & Reward program

Employee referral bonus

Business referral bonus

Monthly all-team meetings and team events

Community service

DEI and culture initiatives & teams

Discounts on Stoller wine 

To learn more about the workplace culture at Xenium HR, view our video: