Payroll & Benefits Administrator

Job Description

Job Description

About Us

McMillan James Equipment Company is a trusted HVAC manufacturer's representative, specializing in custom commercial heating, ventilation, air conditioning, and plumbing solutions across Texas. We provide expertly engineered solutions tailored to meet the unique needs of our clients. Behind every comfortable building we help bring to life is a team that takes care of each other, and that's where you come in.

Job Overview

Love it when the numbers tie out to the penny? So do we. We're looking for a Payroll & Benefits Administrator to be the go-to expert on how our team gets paid and cared for. You'll run payroll from start to finish, keep our health, HSA, and 401(k) programs running smoothly and in compliance, and be the friendly face employees turn to with questions about their paycheck or benefits. If you're detail-obsessed, enjoy solving a good puzzle, and care about both numbers and people, you'll fit right in.

Key Responsibilities

Payroll: Getting Everyone Paid Right, Every Time

• Process semi-monthly and monthly payroll for hourly and salaried employees across multiple locations.
• Verify timecards, deductions, commissions, bonuses, and adjustments so every paycheck is accurate and on time.
• Be the go-to resource for questions about pay, taxes, and deductions, and maintain accurate payroll records.
• Prepare payroll reports, tax filings, benefit deduction reports, and wage verifications.
• Partner with Accounting on GL coding and reconciliations.
• Stay current on federal, state, and local wage and hour laws.

Health Benefits & HSA: Taking Care of Our People

• Manage health, dental, vision, life, and ancillary benefit programs day to day, including enrollments, life-event changes, and terminations.
• Lead annual open enrollment from start to finish, including employee communications, system setup, and carrier updates.
• Serve as the main contact for carriers and our benefits broker, resolving eligibility and claims issues quickly.
• Audit monthly carrier invoices against enrollment records and payroll deductions.
• Manage HSA contributions, including employee elections and employer contributions, IRS annual limits, and accurate, on-time funding.
• Coordinate COBRA and other required benefit notices with our administrators.

401(k): Helping Our Team Plan for the Future

• Administer the 401(k) plan day to day, including eligibility, enrollments, deferral changes, loans, and distributions.
• Remit employee deferrals and employer contributions to the recordkeeper on time, in line with Department of Labor requirements.
• Manage safe harbor plan requirements, including annual participant notices and correct safe harbor contributions.
• Provide census data and coordinate annual compliance testing with our third-party administrator (TPA).
• Ensure the annual Form 5500 is accurate and filed on time, coordinating with the TPA and auditors as needed.
• Help employees understand their retirement benefits and make the most of the plan.

HR Support: Part of the Team Behind the Team

• Maintain employee personnel files and protect the confidentiality of sensitive data.
• Prepare reports for HR metrics, compliance audits, and management requests.
• Support employee onboarding, engagement, and recognition initiatives.
• Contribute to other HR projects as assigned.

What You Bring

• 3–5 years of payroll experience; multi-state payroll preferred.
• 2+ years of benefits administration experience, including health plans and HSAs.
• Working knowledge of ADP Workforce Now (WFN) strongly preferred.
• Experience administering a 401(k) plan, including safe harbor requirements and Form 5500 filings.
• Strong attention to detail, accuracy, and discretion with confidential information.
• Excellent organizational and communication skills, with a knack for explaining pay and benefits in plain language.
• Associate or bachelor's degree in Accounting, HR, or related field preferred.
• Payroll or benefits certification (such as CPP, FPC, or CEBS) is a plus.

Why Join MJEC?

• Collaborative culture focused on continuous improvement and doing the right thing.
• A role where your expertise is valued and you see the impact of your work every payday.
• Competitive compensation, benefits, and growth opportunities within a dynamic company.

Compensation & Benefits 

• Health Insurance:  Employer covers employee cost; dependents paid by the employee.
• Vision and Dental Insurance: Employee-paid.
• Basic Life Insurance: Employer-provided coverage up to $50,000.
• Health Reimbursement Account (HRA): Company pays a portion of the medical deductible.
• 401(k) Plan: Eligible after 1 year of service, with a 4% employer match.
• Ancillary Insurance options : disability, critical illness, hospital indemnity, accident and more.
• Paid Time Off (PTO): 15 days annually.
• Holidays: 9 company-paid holidays.
• Bonus: Eligibility for annual bonus.
• Learning: Professional development and career growth opportunities.