Payroll Administrator

Join CIMS in San Ramon, CA

One of the fastest-growing HOA management companies in Northern California is looking for a full-time Payroll Administrator to join our team in our San Ramon, CA office! Common Interest Management Services, an Associa company, is a leader in innovative HOA solutions with seven offices across the Bay Area and Central Valley. We're committed to improving communities and delivering outstanding service—come join our team!

At CIMS, we offer a vibrant and supportive workplace where your work makes a real impact. With growth opportunities and benefits, CIMS is the ideal spot to launch a fulfilling career in the HOA industry. We offer a comprehensive benefits package, including medical, dental, and vision insurance, a 401K plan with a match, vacation, sick, and holiday pay. We have a Social Committee that organizes fun company events like our Summer Picnic, Holiday Celebration, and virtual team-building activities!

The Payroll Administrator supports accurate and timely biweekly payroll processing for two companies with more than 230 employees. This role coordinates payroll data, reviews timekeeping and payroll changes, resolves pay issues, supports compliance with California wage and hour requirements, and ensures timely submission and approval of payroll-related items with the company's parent company. This is a full-time, non-exempt, hybrid position based in San Ramon, CA, Monday–Friday. Pay range is $25–$32/hour; direct experience is strongly preferred.

Payroll Processing & Administration

• Audit payroll for accuracy, completeness, and compliance before finalization.
• Coordinate timely and accurate payroll data with the company's parent company payroll team, including extra payments and pay changes.
• Manage biweekly payroll deadlines and follow the payroll calendar to ensure all required inputs, reviews, approvals, and communications are completed on time.
• Utilize ADP to audit and review timely submission of timesheets and time off requests, checking for errors and ensuring accuracy.
• Follow up on missing timesheets, late approvals, missed punches, and unresolved timekeeping exceptions before payroll deadlines.
• Respond to employee and manager payroll questions and resolve routine payroll issues in a timely manner.
• Oversee payroll for terminated employees, new hires, and employees on leave.
• Review and coordinate payroll-impacting employee changes, including new hires, pay rate changes, status changes, transfers, and terminations.
• Coordinate final pay processing for terminated employees in compliance with California timing requirements.
• Support payroll-related deductions and withholding changes, including benefit deductions, garnishments, and other authorized payroll adjustments, as applicable.
• Track bonuses and retroactive adjustments and communicate them to the parent company.
• Investigate payroll discrepancies, including missed pay, underpayments, overpayments, and off-cycle corrections.
• Reconcile payroll changes and special payments across pay periods.
• Prepare, review, and maintain payroll reports, supporting documentation, and audit-ready payroll records.
• Maintain organized payroll support files, approvals, and documentation to ensure audit readiness and support internal controls.
• Review and audit changes request making sure they are reflected in ADP.
• Work cross-functionally with HR, bookkeeping, managers, and the parent company payroll team to ensure employee changes are reflected accurately and on time.

Compliance & Regulatory Adherence

• Ensure payroll practices comply with:
• Daily overtime and double-time rules (California-specific)
• Meal and rest period compliance and premium pay
• Split-shift premiums and reporting time pay where applicable
• Review sick leave usage and balances for compliance with California and local paid sick leave requirements.

Systems & Process Improvement

• Serve as subject matter expert for ADP Vantage HCM, including:
• Assist employees with ADP-related payroll and timekeeping questions, including pay statements, timecards, time off requests, and self-service access.
• Payroll Reporting
• Timekeeping and time off requests
• Recommend and implement process improvements to strengthen compliance and efficiency

What You Bring

• 3+ years of payroll administration experience, including California payroll
• Intermediate level hands-on experience with ADP Vantage HCM
• Strong knowledge of California and Federal wage and hour laws
• Strong attention to detail and analytical skills
• Interpersonal and strong communication skills. Spanish speaking is a plus
• Ability to work well with and train others
• Strong team player

Preferred Qualifications

• Experience in HOA, property management, real estate is a plus
• Certified Payroll Professional (CPP) or FPC certification

Knowledge, Skills & Abilities

• Deep expertise in California compliance, including:
• Final paycheck requirements (immediate vs. 72-hour rules)
• Wage statement compliance
• Overtime and premium pay requirements
• Strong working knowledge of ADP Vantage HCM reporting and controls
• Ability to manage payroll for employees working across multiple HOA properties
• Excellent organizational, problem-solving, and communication skills
• Ability to identify payroll risks, investigate discrepancies, and escalate issues appropriately before payroll finalization.
• Ability to handle sensitive and confidential information with integrity

Work Environment & Physical Requirements

• Hybrid office role (part time in office and work from home)
• Interaction with employees onsite as needed
• Prolonged periods of sitting and computer use

The primary location for this position is 12647 Alcosta Blvd San Ramon, CA 94583