Payroll Director

Payroll Director

Milhaus is an award-winning, mixed-use development, construction, and property management company that specializes in Class A, urban, multifamily residential buildings. Headquartered in Indianapolis, Milhaus is comprised of inspired and industrious individuals who are passionate about the development of mixed-use and multifamily communities. We provide exceptional customer experiences and create solutions for neighborhoods that positively impact communities by providing unparalleled expertise in real estate, investment, development, construction and management.

The Payroll Director is responsible for the strategic leadership, oversight, and continuous improvement of the Company's payroll function, ensuring accurate, timely, and compliant payroll processing for a multi-state workforce of 1,100+ employees across a diverse portfolio of business operations. This role serves as the payroll subject matter expert, partnering closely with Finance, Human Resources, Accounting, Tax, Internal Audit, and executive leadership to drive operational excellence, regulatory compliance, process optimization, and scalability.

The Payroll Director leads all aspects of payroll operations, payroll tax compliance, payroll accounting and reconciliation, systems management, internal controls, and team development while supporting organizational growth and expansion into new markets. The ideal candidate is a Certified Payroll Professional (CPP) with extensive multi-state payroll experience, strong leadership capabilities, and deep expertise in payroll systems and compliance.

Essential Position Functions

Payroll Operations & Compliance

• Provide strategic oversight of multi-state, multi-FEIN payroll processing across all business divisions, including property management, development, construction, corporate, and others.

• Ensure accurate, compliant and timely processing of all employee compensation, incentives, bonuses, deductions, garnishments, and special earnings.

• Oversee payroll accounting activities, reconciliations, accruals, payroll funding, and related financial reporting.

• Direct payroll tax administration, filings, deposits, and reconciliations, ensuring compliance with federal, state, and local regulations.

• Maintain governance frameworks and internal controls to ensure payroll accuracy and mitigate organizational risk.

• Ensure timely processing of final pay requirements and compliance with state-specific termination regulations.

Strategic Leadership & Process Improvement

• Develop and execute a payroll strategy aligned with organizational objectives and growth initiatives.

• Identify opportunities to streamline processes, increase automation, reduce risk, and improve operational efficiency.

• Lead payroll transformation initiatives, including system enhancements, integrations, and process redesign efforts.

• Establish and monitor key performance indicators (KPIs) and service-level metrics for payroll operations.

• Evaluate and implement best practices to improve employee experience and payroll service delivery.

Regulatory & Audit Management

• Monitor legislative and regulatory developments affecting payroll, wage and hour compliance, taxation, and reporting requirements.

• Serve as the organization's primary payroll compliance expert and advisor.

• Lead payroll-related internal and external audits, including financial, tax, workers' compensation, and 401(k) reviews as applicable.

• Ensure timely remediation of audit findings and implementation of corrective actions.

Cross-Functional Partnership

• Partner with Human Resources, Benefits, Compensation, Accounting, and Business Lines to ensure seamless administration of payroll-related programs.

• Support mergers, acquisitions, organizational restructures, and expansion into new states or jurisdictions.

• Collaborate on annual budgeting, forecasting, workforce planning, and compensation-related initiatives.

• Advise senior leadership on payroll trends, risks, and opportunities for improvement.

Systems & Vendor Management

• Serve as business owner for payroll technology platforms, including Paylocity and related integrations.

• Partner with IT, internal and external resources and vendors to optimize system functionality, reporting capabilities, and data integrity.

• Lead testing, validation, and implementation of payroll system upgrades and enhancements.

• Ensure robust reporting and payroll analytics to support business decision-making.

· The Payroll Director directly manages subordinate staff in the Payroll Department. This position is responsible for the overall direction, coordination, and evaluation of the payroll department. This position is required to carry out supervisory responsibilities in accordance with the organization's policies and applicable laws. Supervisory responsibilities include interviewing, hiring, and training employees; planning, assigning, and directing work; appraising performance; rewarding and disciplining employees; addressing complaints and resolving problems; coaching and developing staff.

Requirements

To perform this position successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

• Bachelor's degree from an accredited university and minimum 8 years of progressive payroll experience with responsibility for complex, multi-state payroll operations, or equivalent combination of education and experience.

• Experience supporting organizations with 1,100+ employees across multiple states, including California.

• Experience in real estate, property management, construction, or similarly complex operating environments preferred.

• Demonstrated success leading payroll process improvements, system implementations, and organizational growth initiatives.

• Minimum 5 years of payroll leadership experience managing payroll teams and functions.

• Advanced proficiency in Microsoft Excel, including data analysis, reporting, and reconciliation functions.

• Experience with Paylocity required.

• Strong understanding of payroll accounting, reconciliations, and financial controls.

• Working knowledge of HRIS systems, integrations, and payroll reporting tools.

• Experience with audit management and compliance programs preferred

Knowledge, Skills, and Abilities

• Knowledge of Milhaus's services and processes is required which can be obtained through intellect, technical inclination, and dedication to gain such knowledge.

• Extensive knowledge of multi-state payroll operations, payroll tax administration and accounting, wage and hour laws, and regulatory compliance.

• Strong business acumen with the ability to align payroll operations to organizational goals.

• Exceptional analytical, problem-solving, and decision-making skills.

• Ability to assess risk and implement practical solutions within a complex regulatory environment.

• Strong leadership, coaching, and team development capabilities.

• Excellent organizational and project management skills with the ability to manage competing priorities.

• High level of discretion and ability to manage confidential information.

• Outstanding communication and stakeholder management skills.

• Commitment to operational excellence, accuracy, and continuous improvement.

• Ability to prioritize tasks and tactfully negotiate priority with end users.

• Ability to work under deadline pressure and extra hours if needed.

Certificates, Licenses, Registrations

• Valid driver's license.

• Certified Payroll Professional (CPP) certification strongly preferred

Benefits Details:

• Health, Vision, & Dental insurance
• HSA account with employer match of $250/FSA for dependent care
• Short-Term Disability
• Company Paid Long-Term leave
• Disability and Life Insurance
• 401K Match
• 4 weeks accrued PTO
• 11 Paid Holidays
• 30% discounts on apartments
• Tuition/Certification Reimbursement
• Wellness Bucks Program
• Wellness Program and Competitions
• Paid Maternity & Paternity Benefits
• Employee Assistance Program
• Pet insurance
• More!

We stand as one team dedicated to transforming neighborhoods. Through transparency and collaboration, we empower our people to lead. Bikes are our allies, local food is our addiction and entrepreneurship inspires us. First impressions are set by our energy and passion, not suits and ties. We embrace the changing ideal of what people call home.

Integrity. Execution. Innovation. Collaboration.

By joining us at our corporate office in downtown Indianapolis or onsite at one of our many properties, you'll be provided the opportunity to grow your career and become part of a team that truly makes a difference.