Benefits and Payroll Manager

About the Company

Proman Staffing is a member of the Proman global family of companies, and a leading provider of temporary staffing throughout the Southeast, Central South, Midwest, and Eastern United States. Proman Staffing has created a strong reputation providing industrial staffing services for a wide variety of businesses. Our success is our ability to incorporate top performance teams at our locations with a focus on the industrial sector of the market. We are a global company proud of our family culture of working as one team for our customer’s advantage.

About the Role

The Benefits and Payroll Manager is responsible for overseeing the administration, accuracy, compliance, and overall effectiveness of the company's employee benefits programs for both regular internal employees and temporary employees, as well as managing payroll operations exclusively for regular internal employees. This position ensures the timely and accurate processing of internal employee payroll, effective administration of employee benefit programs, compliance with applicable federal, state, and local regulations, and consistent application of company policies and procedures. The Payroll & Benefits Manager serves as a key resource to Human Resources, Finance, branch operations, and employees, providing guidance and support on payroll and benefits matters while identifying opportunities to improve operational efficiencies, employee experience, and cost management.

Responsibilities

Payroll Management – Regular Internal Employees

• Oversee and manage all aspects of payroll processing for regular internal employees, ensuring accurate and timely payment of wages, salaries, bonuses, commissions, and other compensation.
• Ensure payroll processes comply with applicable federal, state, and local wage and hour laws, tax regulations, and company policies.
• Review and validate payroll data, including new hires, terminations, compensation changes, deductions, paid time off, and other payroll adjustments.
• Oversee payroll tax withholding, reporting, reconciliation, and year-end processing, including W-2 preparation and distribution.
• Partner with Human Resources and Finance to ensure accurate payroll reporting, general ledger reconciliation, and appropriate payroll controls.
• Manage payroll-related inquiries and resolve discrepancies in a timely and professional manner.
• Oversee payroll system maintenance, employee records, and data integrity.
• Manage the accurate calculation and timely payment of variable compensation, including bonuses, commissions, and incentive payments, in accordance with established plans. Validate supporting data, confirm required approvals, resolve discrepancies, and maintain documentation supporting calculations and payments.
• Develop, implement, and maintain payroll policies, procedures, and internal controls to ensure consistency, accuracy, and compliance.
• Identify opportunities to streamline payroll processes through system enhancements, automation, and process improvements.
• Coordinate payroll audits and assist with internal and external reporting requirements.
• Perform payroll accounting activities, including journal entries, and payroll accruals. Ensure accurate expense allocation and timely resolution of discrepancies while supporting month-end and year-end close, financial reporting, and audits. Partner with Finance to review expense trends, investigate variances, and support budgeting and reporting.

Benefits Administration – Regular Internal and Temporary Employees

• Oversee the administration and management of all company-sponsored employee benefit programs applicable to regular internal employees and temporary employees.
• Manage benefit programs, including medical, dental, vision, life insurance, disability, retirement plans (401k and 409a), and other company-sponsored benefits, as applicable to each employee population.
• Ensure accurate and timely administration of benefit eligibility, enrollments, changes, terminations, and qualifying life events.
• Oversee benefits administration for temporary employees, including eligibility tracking, enrollment processes, required communications, and compliance with applicable Affordable Care Act (ACA) requirements.
• Manage ACA compliance, including employee eligibility determinations, measurement and stability periods, required reporting, and preparation and distribution of Forms 1095-C and 1094-C, as applicable.
• Serve as the primary point of contact for benefit brokers, insurance carriers, third-party administrators, and other benefits vendors.
• Lead annual benefits renewal and open enrollment processes, including plan evaluation, employee communications, system configuration, and implementation.
• Review benefit offerings, utilization, costs, and market trends to recommend competitive and cost-effective benefit strategies.
• Ensure accurate benefit deductions, carrier billing, enrollment reconciliation, and resolution of discrepancies.
• Coordinate with internal payroll and temporary employee payroll teams to ensure proper administration of benefit deductions and eligibility information.
• Oversee administration of COBRA, HIPAA, ERISA, and other applicable benefits-related regulatory requirements.
• Manage retirement plan administration, including contribution coordination, vendor relationships, compliance activities, and required reporting.
• Develop and maintain benefits policies, procedures, employee communications, and educational materials.
• Provide guidance to Human Resources, branch personnel, and employees regarding benefit eligibility, coverage, enrollment, and plan provisions.
• Monitor and evaluate benefits administration processes to improve efficiency, accuracy, compliance, and the overall employee experience.

Compliance and Regulatory Oversight

• Maintain current knowledge of federal, state, and local payroll and employee benefits laws and regulations.
• Ensure compliance with applicable requirements under the ACA, ERISA, COBRA, HIPAA, FMLA, FLSA, and other relevant legislation.
• Monitor legislative and regulatory developments and recommend necessary changes to payroll and benefits practices.
• Maintain accurate records and documentation to support regulatory compliance, audits, and reporting requirements.
• Partner with Human Resources leadership, Finance, Legal, and external advisors to address compliance concerns and implement corrective actions when necessary.
• Primary contact for internal and external audits related to payroll, employee benefits, and regulatory reporting.

Leadership, Collaboration, and Process Improvement

• Provide leadership, direction, and oversight to payroll and benefits personnel, as applicable.
• Establish and maintain standardized procedures, service expectations, and internal controls for payroll and benefits administration.
• Collaborate with Human Resources, Finance, IT, and branch operations to ensure accurate employee information and effective coordination of payroll and benefits processes.
• Serve as a subject matter expert on payroll and benefits matters, providing guidance to management and employees.
• Evaluate payroll and benefits systems, recommending enhancements to improve reporting capabilities, accuracy, and operational efficiencies.
• Develop and monitor key performance indicators related to payroll accuracy, benefits administration, compliance, and service delivery.
• Assist with special projects, system implementations, organizational changes, and acquisitions as they relate to payroll and benefits administration.
• Support the integration of payroll and benefits programs for newly acquired operations, ensuring consistency with company policies and applicable regulations.
• Maintain confidentiality of sensitive employee, payroll, and benefits information

Qualifications and Experience

• Bachelor's degree in Human Resources, Business Administration, Accounting, Finance, or a related field preferred.
• Minimum of 5–7 years of progressively responsible experience in payroll and employee benefits administration, including management or supervisory experience.
• Experience administering benefits for both regular internal employees and a large, geographically dispersed temporary or hourly workforce strongly preferred.
• Experience within the staffing industry or a multi-state, multi-location organization highly desirable.
• Strong working knowledge of federal and state payroll regulations, employee benefits compliance, ACA reporting, COBRA, ERISA, and applicable employment laws.
• Demonstrated experience managing annual benefits renewals, open enrollment, vendor relationships, and benefits reconciliation.
• Experience with payroll and HRIS platforms, benefits administration systems, and reporting tools.
• Strong analytical skills with the ability to review complex payroll and benefits data, identify discrepancies, and recommend solutions.
• Excellent organizational skills with the ability to manage competing priorities, deadlines, and high-volume transactions.
• Strong interpersonal and communication skills with the ability to interact effectively with employees, management, vendors, and external business partners.
• Demonstrated ability to exercise sound judgment, maintain confidentiality, and resolve sensitive employee matters professionally.
• Certified Payroll Professional (CPP), Certified Employee Benefits Specialist (CEBS), or other relevant professional certification preferred.
• Understand financial statements, including balance sheets and income statements, to assess the impact of payroll, benefits, and compensation expenses on financial results.

Key Competencies

• Payroll Accuracy and Compliance
• Benefits Strategy and Administration
• Regulatory Compliance and Risk Management
• Leadership and Accountability
• Analytical Thinking and Problem Solving
• Process Improvement and Operational Efficiency
• Vendor and Relationship Management
• Communication and Employee Service
• Confidentiality and Professional Judgment
• Cross-Functional Collaboration

Scope of Responsibility

The Payroll & Benefits Manager has oversight responsibility for:

• Regular Internal Employees: Full responsibility for payroll administration and employee benefits programs.

• Temporary Employees: Responsibility for benefits administration, eligibility, enrollment, ACA compliance, and related benefits processes. Payroll processing for temporary employees is outside the scope of this position; however, coordination with the teams responsible for temporary employee payroll is required to ensure accurate benefits administration and related deductions.

Additional Responsibilities

Perform other related duties and responsibilities as assigned to support the overall objectives of the Human Resources department and the organization.