Payroll & HR Coordinator

Job Description

Job Description

Since our founding in 2012, Lotlinx has consistently pioneered advancements in the automotive landscape. We specialize in empowering automobile dealers and manufacturers by providing cutting-edge data and technology, delivering a distinct market advantage for every single vehicle transaction. Today, we stand as the foremost automotive AI and machine learning powered technology, excelling in digital marketing, risk management, and strategic inventory management.

Lotlinx provides employees with a dynamic work environment that is challenging, team-oriented, and full of passionate people. We offer great incentives to our employees, such as competitive compensation and benefits, flex time off, and career development opportunities.

Job Summary

The Payroll & HR Coordinator prepares US and Canadian payroll for review, reconciles payroll and benefits accounts each month, and runs day-to-day HR administration. You will report to the Corporate Controller & Treasurer and work closely with the Senior Manager of People Operations on payroll approval, reconciliations, and month-end support.

You prepare payroll and reconciliations; others approve them. The Senior Manager of People Operations approves employee changes (new hires, pay changes, terminations), and the Controller reviews and approves each payroll before release and posting. This role suits someone with early payroll or accounting support experience who wants ownership of the numbers alongside hands-on HR work.

Key responsibilities

Payroll Preparation (approximately 35%)

• Collect, review, and enter timesheets, hours, and approved pay changes ahead of each US and Canadian payroll cutoff.
• Enter approved new hires, terminations, and pay, deduction, and direct-deposit changes in Rippling, following verification steps for any bank-detail change.
• Prepare commission, bonus, and expense reimbursement inputs with supporting documentation.
• Build each payroll for review, including a pre-payroll audit, a change report, and a gross-pay and headcount comparison to the prior period, and explain variances to the Controller.
• Prepare off-cycle payrolls for final pay, severance, and corrections for review and approval.
• Maintain deductions such as 401(k), RRSP, benefits, garnishments, and parking, and confirm garnishment amounts against agency orders.
• Track payroll tax notices, agency letters, and audit requests, and gather responses for the Controller.
• Support year-end: W-2 and T4 data checks, Records of Employment (ROEs), and employee address updates.
• Answer routine pay stub, direct deposit, and tax form questions, and escalate complex issues.

Account Reconciliations (approximately 20%)

Each reconciliation is prepared by you and reviewed and signed off by the Controller.

• Reconcile the payroll register to the general ledger each pay period and at month-end, and prepare payroll journal entries and adjustments, as necessary, for the Controller's review.
• Reconcile payroll liability accounts (taxes, 401(k) and RRSP contributions, benefits deductions, garnishments) and research aged or unexplained balances.
• Reconcile payroll tax remittances and filings to the payroll register for US federal and state agencies and the CRA, quarterly and at year-end.
• Prepare monthly benefits reconciliations comparing carrier invoices, enrollment in Rippling, and payroll deductions taken; document each variance and its cause (late terminations, retro changes, coverage-tier errors).
• Recommend invoice corrections, carrier credits, and employee deduction adjustments, and submit reconciled benefits invoices for Controller approval before payment.
• Review employee travel and expense (T&E) reimbursement reports against company policy: confirm receipts, approvals, and GL coding, flag out-of-policy or duplicate claims, and reconcile approved reimbursements to the amounts paid through payroll or AP.
• Support month-end close by recording payroll accruals and providing supporting documents for auditors.
• Keep reconciliation files organized and documented so another team member could follow them.

HR Administration (approximately 45%)

• Prepare and send new-hire paperwork, collect forms (I-9, W-4, TD1, direct deposit), and follow up on missing items.
• Complete I-9 verification and E-Verify cases within required timelines.
• Enter and update employee records in Rippling and keep personnel files complete and organized.
• Coordinate orientation schedules, equipment, and system access requests with IT and hiring managers.
• Process offboarding checklists, including access removal, equipment return, final pay timing, and exit paperwork.
• Submit benefits enrollments, life-event changes, and terminations to carriers promptly so invoices and deductions stay accurate.
• Track leave and workers' compensation dates and paperwork for the Senior Manager, People Operations.
• Process employment and income verification requests, and distribute required annual notices and postings.
• Pull headcount, new-hire, turnover, and labor cost reports.
• Support open enrollment, performance review cycles, recruiting, and employee events.

Qualifications

Required

• 2–4 years of experience in payroll, payroll accounting or general accounting support, or HR administration with payroll responsibility.
• Associate degree or coursework in accounting, finance, HR, or business, or equivalent experience.
• Hands-on experience with an HRIS or payroll system (Rippling, ADP, Paychex, or similar).
• Experience reconciling accounts, such as matching a register, invoice, or subledger to the general ledger and explaining variances.
• Working knowledge of debits, credits, and basic journal entries.
• Strong Excel or Google Sheets skills: lookups (XLOOKUP or VLOOKUP), pivot tables, and SUMIF-style formulas.
• Proven discretion with confidential employee and pay information.
• Ability to work full-time on-site in West Palm Beach, FL or Chandler, AZ.

Preferred

• Multi-state US payroll and Canadian payroll experience.
• Experience with benefits invoice reconciliation or month-end close.
• Experience with I-9 and E-Verify.

What success looks like

• Every payroll is prepared, documented, and ready for Controller review before cutoff, with variances explained.
• Payroll-to-GL and liability account reconciliations are complete within five business days of month-end, with no unexplained balances older than 60 days.
• Benefits invoices are reconciled before payment, and billing for terminated employees is caught within one billing cycle.
• New hires have paperwork, I-9s, and system records done before their first day.
• Employee records, personnel files, and reconciliation files pass internal and external audits without gaps.
• Routine employee questions get a response within one business day.

You Are

• Detail-obsessed: you tie numbers out and catch issues before they reach a paycheck or the ledger.
• Organized under deadlines: you manage several payroll calendars and a month-end close at once.
• A clear communicator: you explain pay, benefits, and variances in plain language to employees and Finance.
• Process-minded: you document what you do and look for ways to automate it.

Full-time, Monday to Friday, on-site in our West Palm Beach, FL or Chandler, AZ office. Workloads are heavier around payroll dates, month-end close, year-end (December–February), and open enrollment.

$60K–$72K + Annual Target Bonus up to 10%

Medical, Dental, Vision, and Matching 401k

Flexible Time Off

Lotlinx is committed to creating a diverse environment and is proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status.

Lotlinx is not currently able to offer sponsorship for employment visa status.

Lotlinx is headquartered in Peterborough, NH and has locations in Holmdel NJ, Manitoba, Ontario and British Columbia, Canada in addition to a large team spanning from the US to Canada.

Our success relies heavily on our customers but also our dedicated talent that continuously moves our platform forward. We value our employees, their abilities and seek to foster an open, cooperative, dynamic environment where the team and company alike can thrive.