Payroll Specialist

Overview Hilton Mechanical Contractors is a growing commercial mechanical contractor serving data center, industrial, and commercial clients across the Southeast. We run a field workforce of roughly 90+ tradespeople and pride ourselves on paying our people accurately and on time — every week, without exception. The Role We're hiring a Payroll Specialist to own weekly payroll processing end-to-end for our field and office staff. This is a hands-on seat, not a supervisory one. You'll run payroll in ADP Run, reconcile time from Workyard, handle certified payroll on prevailing wage jobs, manage deductions and garnishments, and keep us compliant across the states we work in. You'll report directly to the CFO and work closely with the Office Manager and project teams. If you've run payroll for a union-adjacent or commercial construction shop and know what a fringe benefit schedule looks like, you'll feel at home here. Responsibilities Process weekly payroll for ~90+ employees in ADP Run, including hourly field crews, salaried office staff, and officers Reconcile time data from Workyard against ADP, investigate discrepancies (missing punches, job code errors, employee sync issues), and resolve them before each run Manage benefits deductions (health, dental, vision, 401(k)) and ensure correct employer/employee splits each cycle Administer wage garnishments, child support orders, tax levies, and voluntary deductions in compliance with federal and state rules Prepare and file Davis-Bacon certified payroll reports (WH-347) for federal and federally-assisted projects, including fringe benefit calculations and statements of compliance Maintain accurate withholding across multiple states, register the company in new jurisdictions as projects expand, and file state and local payroll tax returns on time Apply the One Big Beautiful Bill (OBBB) Act's overtime and tip deduction provisions correctly in W-2 reporting and employee communications Handle new hire reporting, I-9 compliance, W-4 updates, and state tax form onboarding Reconcile payroll liability accounts monthly and support the CFO on job costing allocations by project and cost code Prepare quarterly 941s, state unemployment filings, and year-end W-2s / 1099s in coordination with ADP Support workers' comp audits, 401(k) audits, and Form 5500 data requests Respond to employee payroll questions directly and professionally Requirements Required: 3+ years of hands-on payroll processing experience, ideally in construction, manufacturing, or another multi-state field-workforce environment Working proficiency in ADP Run (or ADP Workforce Now with willingness to operate in Run) Experience with Workyard or a comparable construction time-tracking platform (Busybusy, ExakTime, Raken, etc.) Solid grasp of benefits deductions and pre-tax vs. post-tax treatment Experience processing garnishments and understanding state-specific withholding limits Certified payroll experience under Davis-Bacon and Related Acts — you've filed WH-347s and understand fringe benefit compliance Working knowledge of the OBBB Act's payroll-related provisions (no-tax-on-overtime, no-tax-on-tips reporting requirements) Multi-state withholding experience, including state registration and reciprocity rules Strong Excel skills — pivot tables, VLOOKUP/XLOOKUP, reconciliation work Nice to have: FPC or CPP certification Experience with union fringe reporting Prevailing wage experience on state projects (not just federal) Job cost coding experience in a construction ERP (Sage, Foundation, Jonas, or similar) Experience supporting 401(k) census and Form 5500 data prep What You're Like Detail-obsessed. Payroll errors cost us trust and money, and you treat every cycle like it matters. Unflappable under a deadline. Thursday submission is sacred. Direct communicator. You ask clear questions and flag issues early instead of burying them. Discreet. You'll see what everyone makes and you keep it to yourself. Self-directed. You don't need to be told to reconcile, file, or follow up. Compensation & Benefits Competitive salary commensurate with experience Health, dental, and vision insurance 401(k) with company match Paid time off and paid holiday #J-18808-Ljbffr