Payroll Manager

Payroll Manager

The Payroll Manager is responsible for overseeing the accurate, timely and compliant processing of payroll for all hotel employees. This key role involves ensuring compliance with federal, state, and local labor laws, as well as internal hotel policies. You will be responsible for managing payroll systems and maintaining detailed records.

The Payroll Manager will work closely with the HR department, department heads, and finance teams to deliver a seamless payroll process and resolve any payroll-related issues promptly and accurately. This is a critical role in maintaining the integrity and accuracy of the payroll function.

This position has an annual compensation of $100,000 per year.

DUTIES AND RESPONSIBILITIES

• Manage and execute the weekly payroll process for the hotel, ensuring accurate calculations for regular pay, overtime, bonuses, commissions, tips, and other incentives.
• Ensure that all payroll data, including hours worked, benefits, deductions, and tax information, is accurately recorded and processed in a timely manner.
• Work with department heads and HR to track employee attendance, absences, vacation days, and other leave time to ensure compliance with labor policies and hotel standards.
• Coordinate with HR and department managers to ensure the timely entry of new hires, terminations, and employee status changes into the payroll system.
• Ensure compliance with the relevant agreements, including collective bargaining agreements (CBAs), union wages, benefits, overtime rules, and other contractual terms.
• Collaborate with HR to interpret and apply the terms of agreements and contracts for accurate payroll calculations.
• Review and apply different pay structures, such as union pay scales and non-union compensation packages, ensuring proper classifications and compliance with both union rules and company policies.
• Handle dues deductions, reporting, and remittances accurately and on time.
• Responsible to prepare and post all payroll-related journal entries on a weekly basis.
• Support month-end close activities, including the calculation and posting of payroll accruals, vacation accrual, union dues, reversals, benefit journal entries and related adjustments.
• Ensure payroll data is accurately reflected in the general ledger and aligns with financial reporting requirements.
• Work with Finance to reconcile payroll accounts and resolve any variances or discrepancies.
• Ensure that all payroll deductions for taxes, benefits, retirement plans, and other employee contributions are correctly applied in accordance with federal, state, and local tax laws.
• Coordinate with benefits administrators to ensure employee benefits (health insurance, retirement plans, etc.) are reflected accurately in the payroll system.
• Prepare and submit all necessary filings and reports related to payroll taxes, including quarterly and year-end filings (e.g., Form 941, Form W-2).
• Work with the HR and IT departments to troubleshoot any payroll-related system issues and ensure payroll software is functioning optimally.
• Perform regular audits of payroll data to ensure accuracy and compliance with all internal and external policies.
• Serve as the primary point of contact for employees regarding payroll inquiries, including questions about pay discrepancies, deductions, and benefits.
• Investigate and resolve any payroll-related discrepancies or issues in a timely and professional manner, ensuring employee satisfaction.
• Provide clear communication to employees regarding pay periods, deductions, taxes, and other payroll-related information.
• Maintain accurate and confidential payroll records, ensuring compliance with hotel policies, tax laws, and regulatory requirements.
• Generate and distribute regular payroll reports to HR, finance, and department heads, providing detailed insights into labor costs, overtime, and other payroll-related metrics.
• Ensure all payroll-related documentation, such as tax filings, wage reports, and union records, is properly filed and archived in accordance with legal and company requirements.
• Stay up-to-date with federal, state, and local payroll laws, as well as union regulations, to ensure ongoing compliance.
• Monitor any changes in payroll-related legislation (e.g., tax rates, minimum wage laws) and adjust payroll processing procedures accordingly.
• Ensure that the hotel is in compliance with wage and hour laws, including overtime regulations and prevailing wage requirements, and address any compliance issues as they arise.
• Conduct regular payroll audits and reconciliation to ensure the accuracy of payroll data, tax withholdings, deductions, and benefits contributions.
• Work with the finance team to ensure payroll expenses align with budget forecasts and provide any necessary adjustments or explanations for discrepancies.
• Maintain the confidentiality and integrity of all payroll-related information, ensuring that sensitive employee data is securely handled and stored.
• Follow strict protocols for data protection, in compliance with privacy laws and hotel policies.
• Act as General Cashier responsible for overseeing daily cash operations within the Finance Department.
• Operate and manage the cash recycler machine, ensuring accurate cash handling, replenishment, and secure processing of cash transactions.
• Handle and process all cash change orders for operational departments in accordance with established procedures.
• Investigate, document, and reconcile cash discrepancies with associates, ensuring proper follow-up and resolution.
• Communicate cash variances and recurring issues to relevant department heads in a timely and professional manner.
• Prepare, verify, and coordinate bank deposits in line with cash handling policies and banking schedules.
• Maintain the organization, security, and integrity of the cash room, ensuring all cash, receipts, and related documents are properly safeguarded at all times.
• Ensure compliance with internal cash handling controls and audit requirements, minimizing risk of loss or discrepancy.
• Support month-end close activities related to cash transactions such as petty cash, cash reconciliation, and adjustments.
• Manage and process all credit card chargebacks.
• Investigate disputed transactions and coordinate with operational departments for supporting documentation.
• Submit timely and accurate evidence to acquiring banks to minimize revenue loss.
• Track chargeback trends and report recurring issues to Finance leadership.
• May be assigned additional ad hoc or small-scale Finance duties as required, including reporting, reconciliations, or process improvement initiatives.

Qualifications

QUALIFICATIONS DESIRED

• Minimum 5 years of experience in payroll processing, with at least 3 years of experience in managing payroll for union and non-union employees in a hospitality or large-scale operations setting.
• Experience with luxury hotels, large hotel chains, or multi-departmental operations is preferred.
• A degree in Accounting, Business Administration, Human Resources, or a related field is preferred.
• Certification in payroll processing (e.g., Certified Payroll Professional - CPP) is a plus.

SKILLS

• Extensive knowledge of payroll processing systems and software (e.g., ADP, Paychex, or other HRIS systems).
• Strong understanding of union payroll regulations, labor laws, and collective bargaining agreements.
• Proficiency in federal, state, and local tax regulations, as well as employee benefit deductions and retirement contributions.
• Excellent attention to detail and accuracy in data entry, calculations, and reporting.
• Strong communication skills, with the ability to respond to payroll inquiries and resolve issues with tact and professionalism.
• Proven ability to handle confidential information with discretion and integrity.
• Ability to manage multiple tasks and deadlines in a fast-paced, dynamic environment.

Additional Information

All your information will be kept confidential according to EEO guidelines.