Payroll Specialist

Thermal Concepts LLC

Thermal Concepts is a growing leader in HVAC, mechanical, and specialty contracting services, supporting commercial service, construction, and facility operations across multiple regions. We are seeking a detail-oriented and dependable Payroll Specialist to join our team and ensure accurate, timely payroll processing across our multi-state workforce.

This role is critical to supporting our employees and maintaining compliance with payroll regulations across all business units.

Position Summary

The Payroll Specialist is responsible for managing the full-cycle payroll process for Thermal Concepts, including weekly payroll processing, federal and multi-state tax handling, timecard verification, and employee reimbursements.

This position requires a high degree of accuracy, confidentiality, and compliance knowledge to ensure employees are paid correctly and on time while meeting all tax and regulatory obligations.

Key Responsibilities

Payroll Processing

• Process weekly payroll for all employees accurately and on schedule
• Review payroll batches to ensure completeness and accuracy before submission
• Ensure deductions, garnishments, and adjustments are correctly applied

Timecard Review & Verification

• Review and verify employee timesheets for accuracy and policy compliance
• Investigate and resolve payroll discrepancies related to hours worked, overtime, and pay rates

Tax Compliance

• Manage federal payroll tax filings and reporting
• Process and maintain multi-state payroll tax compliance
• Prepare, submit, and maintain payroll tax documentation for all applicable jurisdictions
• Ensure payroll tax liabilities are remitted on time

Reimbursement Management

• Process employee expense reimbursements
• Verify supporting documentation and policy compliance

Recordkeeping & Reporting

• Maintain organized, accurate payroll records for audits and reporting
• Generate payroll reports as needed for finance, HR, and leadership teams

Compliance & Audits

• Ensure payroll practices comply with federal, state, and local laws
• Support internal and external payroll audits as needed

Employee Support

• Respond to employee payroll inquiries regarding pay, deductions, taxes, and reimbursements
• Provide professional and timely payroll-related assistance

Qualifications

Required:

• Minimum 2 years of payroll processing experience
• Experience handling multi-state payroll tax requirements
• Strong understanding of payroll laws and tax compliance regulations
• Proficiency in payroll software systems

Preferred:

• Associate or bachelors degree in accounting, Finance, or related field
• Experience in HVAC, construction, or field service industries
• Experience with Vista by Viewpoint payroll system

Skills & Competencies

• High level of accuracy and attention to detail
• Strong payroll reconciliation and problem-solving skills
• Advanced Excel and payroll software proficiency
• Ability to manage confidential employee data with discretion
• Excellent written and verbal communication skills
• Strong organizational and time-management abilities

Why Join Thermal Concepts?

• Join a growing, stable organization with multi-state operations
• Be part of a collaborative HR and Finance support team
• Opportunity to contribute to payroll process improvement and efficiency
• Competitive compensation and benefits package
• Career growth within a dynamic and expanding company

Apply Today

If you are a payroll professional who thrives in a fast-paced environment and values accuracy, compliance, and employee service, we encourage you to apply.

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