Payroll/Benefits Coordinator Human Resources

JOB DESCRIPTION Payroll & Benefits Manager Multi-state payroll leadership, benefit administration, and financial control Payroll Processor and other assigned payroll staff Employment Status: Full-time Position Summary The Payroll & Benefits Manager is accountable for accurate, timely, and compliant payroll and benefits administration for a workforce of approximately 275 employees, including employees working in multiple states. The position oversees the Payroll Processor, establishes payroll controls, manages multi-state tax and work-location compliance, and owns the operational administration of employee benefit programs. This role serves as the primary subject-matter resource for payroll, benefit eligibility and enrollment, carrier reconciliation, payroll deductions, and related audit requirements. Essential Duties and Responsibilities Payroll Leadership and Controls · Oversee weekly payroll processing and the work of the Payroll Processor, including review, approval, balancing, corrections, and timely delivery. · Establish and maintain payroll calendars, controls, approval workflows, documented procedures, and segregation of duties. · Ensure employee pay, time, deductions, garnishments, bonuses, reimbursements, and employment-status changes are processed accurately. · Review payroll registers, exception reports, funding reports, general ledger interfaces, and payroll reconciliations. · Resolve payroll discrepancies and employee questions promptly and maintain complete supporting documentation. · Coordinate quarter-end, year-end, W-2, tax notice, and payroll audit activities with Finance, providers, and external partners. Multi-State Payroll and Tax Compliance · Ensure employees are assigned to the correct work state, tax jurisdiction, unemployment account, and payroll setup based on documented work locations. · Monitor employee work locations and business operations to identify potential registration requirements in new states. · Coordinate setup and maintenance of state withholding, state unemployment, and new-hire reporting accounts. · Work with Foundation P4C, payroll providers, state agencies, and external advisors to resolve payroll tax and compliance matters. · Monitor changes in federal, state, and local payroll tax, wage-and-hour, unemployment, and withholding requirements. · Maintain accurate state work-location documentation and support audits or agency inquiries. Benefits Administration · Oversee day-to-day administration of medical, dental, vision, life, short-term disability, long-term disability, and voluntary benefit programs. · Audit new-hire enrollments, qualifying life event changes, benefit terminations, and eligibility updates. · Plan and coordinate annual Open Enrollment, including timelines, system configuration, communications, employee education, and final enrollment audits. · Serve as the primary operational liaison among employees, insurance carriers, benefit brokers, vendors, and payroll. · Resolve routine benefit eligibility, billing, enrollment, coverage, and claims-escalation issues. · Reconcile carrier invoices against enrollment records and payroll deductions; Ensure benefit deductions, employer contributions, employee premiums, and arrears are accurately reflected in payroll. · Coordinate COBRA, ACA, retirement-plan contributions, required notices, and other benefit compliance activities directly or through designated vendors. Leave-Related Payroll and Benefit Support · Receive approved leave and employment-status information from the Senior HR Generalist and implement related payroll and benefit changes. · Administer benefit continuation, employee premium collection, arrears, and payroll adjustments during approved leaves. · Coordinate the benefit and payment aspects of STD and LTD claims while HR owns job-protection and employment-status decisions. · Reporting, Audit, and Continuous Improvement · Prepare payroll and benefits reports for management, auditors, carriers, brokers, government agencies, and retirement-plan partners. · Maintain confidential payroll and benefit records in accordance with legal and company retention requirements. · Support internal and external payroll, benefit, tax, ACA, and retirement-plan audits. · Work with the Controller to monitor regulatory changes, annual contribution limits, benefit-plan changes, and related payroll impacts. People Leadership · Set priorities and quality standards for the Payroll Processor and other assigned staff. · Review work, provide coaching, maintain backup coverage, and develop cross-training and documented procedures. · This position owns the payroll and benefits operating process and may make routine compliance, eligibility, correction, and control decisions within approved plans, policies, and budgets. Expected to Decide or Resolve Independently · Routine payroll corrections, deductions, benefit eligibility, enrollments, and carrier discrepancies supported by plan and payroll rules. · Payroll calendar, internal control, reconciliation, documentation, and staff-workflow decisions. · Employee and manager questions involving standard payroll or benefit administration. Expected to Recommend and Escalate · Benefit plan design, carrier or vendor selection, material contract changes, and renewal strategy. · Material payroll corrections, tax disputes, potential penalties, amended filings, or significant control failures. · Unclear multi-state nexus, legal interpretations, or matters requiring counsel or executive approval. · Compensation decisions, policy exceptions, or actions outside approved payroll and benefit plan terms. Required Qualifications · Bachelor's degree in Accounting, Finance, Human Resources, Business Administration, or a related field preferred; At least five years of progressively responsible payroll experience, including multi-state payroll. · Demonstrated experience administering employee benefits, reconciling carrier invoices, and auditing payroll deductions. · Experience supervising, reviewing, or serving as the final control point for payroll processing. · Strong knowledge of state withholding, unemployment, work-location, wage-and-hour, and payroll tax requirements. · Experience with payroll systems, HRIS platforms, timekeeping systems, and advanced Microsoft Excel. Knowledge, Skills, and Abilities · Exceptional accuracy, reconciliation, analytical, and problem-solving skills. · Ability to translate complex payroll and benefit rules into clear employee guidance and repeatable processes. · Strong control mindset with the judgment to recognize material risk and escalate appropriately. · Ability to manage weekly deadlines, Open Enrollment, audits, tax filings, and competing priorities. · Ability to partner effectively with HR, Finance, Safety, operations, vendors, and government agencies. Preferred Qualifications · Certified Payroll Professional (CPP), Fundamental Payroll Certification (FPC), CEBS, or related credential. · Experience with Foundation software and Foundation P4C. · Construction, field-services, or project-based workforce experience. · Experience opening payroll tax and unemployment accounts in new states. · Experience with ACA reporting, COBRA administration, retirement-plan contributions, and payroll or benefit audits. Key Working Relationships · Senior HR Generalist for onboarding, separations, leave status, employee relations, and approved employment changes. · Controller and Finance for funding, general ledger, tax, audits, controls, and benefit-plan financial oversight. · Benefit brokers, carriers, retirement partners, COBRA vendors, payroll providers, and state agencies. · Physical and Work Requirements · Primarily office-based work requiring prolonged computer use and sustained attention to detail. · Availability during payroll deadlines, year-end processing, Open Enrollment, and urgent pay issues may be required. · Occasional travel or schedule flexibility may be required based on business needs. Employment decisions are made without regard to race, color, religion, sex, national origin, age, disability, genetic information, veteran status, or any other status protected by applicable law.