Payroll Coordinator

Payroll Coordinator - Professional Services | Multi-State Payroll

Position Overview

We are seeking a detail-oriented Payroll Coordinator to manage and support payroll processing for a professional services organization with a multi-state workforce. This individual will be responsible for ensuring accurate and timely payroll for both exempt and non-exempt employees while maintaining compliance with applicable federal, state, and local regulations.

Key Responsibilities

• Process and administer payroll for exempt and non-exempt employees across multiple states, ensuring accuracy and adherence to established payroll schedules.
• Review and validate payroll data, including employee changes, new hires, terminations, salary adjustments, bonuses, commissions, overtime, and other earnings or deductions.
• Ensure compliance with applicable federal, state, and local payroll tax requirements, wage and hour laws, and state-specific regulations.
• Balancing recurring payroll deadlines with employee questions and evolving compliance requirements while maintaining a high level of accuracy, discretion, and professionalism
• Review timekeeping records and timesheets for non-exempt employees, ensuring accurate calculation of regular hours, overtime, and other applicable pay.
• Maintain accurate payroll records and employee information, including tax withholding elections, direct deposit details, and payroll deductions.
• Reconcile payroll reports and assist with payroll-related general ledger entries and account reconciliations in partnership with Accounting.
• Support payroll tax filings, quarterly and annual reporting, W-2 preparation, and year-end payroll activities.
• Respond to employee inquiries regarding paychecks, deductions, tax withholding, and payroll policies in a timely and professional manner.
• Coordinate payroll-related changes with Human Resources, including onboarding, terminations, leave of absence updates, and benefits deductions.
• Assist with payroll audits, internal controls, reporting, and documentation requests.
• Identify discrepancies and recommend improvements to payroll processes, reporting, and procedures.
• Maintain confidentiality of employee compensation and sensitive payroll information.

Qualifications

• 2+ years of payroll processing or payroll administration experience.
• Experience processing payroll for both exempt and non-exempt employees.
• Prior experience supporting a multi-state payroll environment, including familiarity with state and local tax withholding requirements.
• Working knowledge of federal and state wage and hour regulations, overtime calculations, payroll taxes, and payroll reporting requirements.
• Proficiency with payroll systems and Microsoft Excel.
• Strong attention to detail, organizational skills, and the ability to meet recurring deadlines.
• Excellent communication and problem-solving skills, with the ability to handle confidential information appropriately.
• Ability to research discrepancies, resolve issues independently, and collaborate across departments.
• Preferred Qualifications
• Experience supporting payroll within a professional service, accounting, consulting, legal, or other client-service environment.
• Experience supporting payroll audits, year-end processing, and multi-jurisdiction payroll compliance.