Payroll Specialist

Job Title : Payroll Specialist
Job Location : 4850 Brookside Ct. Norfolk VA, 23502 (Hybrid)
FLSA Status : Exempt
Salary Range : $55-$65k annually
Work Schedule: Monday-Friday, 8 AM to 5 PM, with a hybrid schedule of three onsite days (Monday-Wednesday) and two remote days (Thursday-Friday).

AIR Control Concepts is a leading commercial HVAC platform comprised of more than 55 operating companies across North America and Europe. Through our family of best-in-class businesses, we provide engineered solutions, HVAC equipment, controls, service, building automation, and lifecycle support to customers across commercial, healthcare, industrial, education, data center, and institutional markets.

Backed by Blackstone, AIR is one of the fastest-growing HVAC platforms in North America, driven by both organic growth and strategic acquisitions. As we continue to expand, safety remains one of our core values and a critical component of our operational excellence.

Check out our website : AIR Control Concepts | HVAC Partnerships, Growth & Support Across North America

Overview :
As a Payroll Specialist, you will manage a portfolio of assigned payrolls across multiple operating companies. Each operating company has unique payroll processes, employee populations, and pay frequencies, requiring exceptional organization, attention to detail, and problem-solving skills.

You will process approximately 8 to 9 payrolls, supporting employee populations averaging 500 to 600 employees per payroll. Payroll schedules may include weekly, bi-weekly, semi-monthly, and monthly pay cycles, with a mix of hourly, salaried, and commission-based employees.
The successful candidate will be comfortable managing competing deadlines, ensuring compliance across multiple states, and proactively identifying issues before they impact payroll accuracy.

Duties & Responsibilities :
Payroll Administration & Processing

• Collect, verify, and enter employee time and attendance data, including reviewing PTO submissions, time punches, manager approvals, new hire information, and employee changes prior to payroll processing.
• Calculate wages, overtime, bonuses, commissions, and deductions including taxes and benefits.
• Process weekly, bi-weekly, semi-monthly, and monthly payrolls across multiple operating companies, each with unique payroll practices and requirements. Manage approximately 8 to 9 assigned payrolls averaging 500 to 600 employees each.
• Ensure accurate and timely payment of wages through direct deposit or other approved payment methods.
• Take ownership of assigned payrolls from beginning to end, following established payroll processing checklists to ensure all required steps are completed accurately and on time, including data validation, processing, reconciliation, and issue resolution.
• Utilize ADP Workforce Now to process payroll transactions and maintain employee payroll records.

Compliance & Reporting

• Stay informed about federal, state, and local payroll regulations and ensure compliance with payroll laws, including tax withholdings and reporting requirements.
• Process complex multi-state payroll transactions while maintaining compliance across various jurisdictions.
• Research and resolve payroll tax issues by working directly with government agencies and ADP.
• Prepare and file payroll-related tax documents and maintain supporting payroll records.
• Generate and distribute payroll reports to management as needed, including running post-payroll reporting and uploading documentation to SharePoint for team use.

Recordkeeping & Audits

• Maintain accurate payroll records and supporting documentation.
• Assist with internal and external audits by providing required payroll documentation and reports.
• Reconcile payroll-related accounts and resolve discrepancies.
• Conduct proactive audits of year-to-date payroll activity, HSA deductions, and retirement contributions to identify and resolve issues before they impact employees or payroll accuracy.
• Review and approve 401(k) contribution activity through Principal.
• Reconcile contribution data between ADP Workforce Now and Principal to ensure complete accuracy.
• Perform routine audits of retirement plan and benefit deduction activity to maintain compliance and data integrity.

Employee Support

• Address payroll-related inquiries from employees and investigate payroll discrepancies.
• Participate in weekly team meetings focused on payroll updates, best practices, and hot topics.
• Support special projects and department initiatives as business needs arise.
• Demonstrate a proactive approach by seeking continuous improvement opportunities, utilizing downtime to review payroll data, and assisting teammates when needed.

What Makes Someone Successful in This Role :

• Highly organized with the ability to manage multiple payroll schedules at the same time.
• Self-motivated and comfortable taking full ownership of assigned payrolls.
• Detail-oriented with a commitment to accuracy and compliance.
• Proactive in identifying and resolving issues before they become larger problems.
• Comfortable asking questions, seeking clarification, and collaborating with teammates.
• Able to thrive in a fast-paced environment where priorities can shift quickly.

Experience & Requirements :

• High school diploma or equivalent required.
• Minimum of 3-5 years of payroll processing experience.
• Experience processing multi-state and multi-federal payroll.
• Proficiency working with ADP Workforce Now.
• Proficiency in Microsoft Office, particularly Excel.
• Strong understanding of payroll tax regulations and compliance requirements.
• Experience processing payroll across multiple business entities or operating companies.
• Excellent organizational, analytical, and problem-solving skills.

Why Join Our Team?

• Hybrid work schedule with two remote days each week.
• Structured onboarding and training program.
• Ongoing weekly development and knowledge-sharing sessions.
• Collaborative team environment focused on helping each other succeed.
• Opportunity to work in a growing organization with diverse payroll challenges and career development opportunities.

Benefits :
We offer a competitive and comprehensive benefits package, including:

• Health & Wellness - Medical, dental, vision, and life insurance coverage to support your well-being.
• Financial Security - 401(k) retirement plan with company match and short/long-term disability coverage.
• Work-Life Balance - Paid time off (PTO), paid holidays, and an employee assistance program (EAP).
• Professional Development - Ongoing training opportunities and support for continuing education.

The Company provides equal employment opportunity in accordance with applicable laws and prohibits discrimination and harassment. Employment decisions are based on business needs and qualifications. The Company complies with disability laws and provides reasonable accommodations to qualified individuals.