Senior Payroll Manager

Job Description

Job Description

We are a private equity-backed, high-growth platform company executing an active roll-up strategy across multiple operating entities. Our organization currently manages 20+ Employer Identification Numbers (EINs) spanning numerous states, and that footprint continues to expand through acquisition. We are seeking a Senior Payroll Manager who thrives in complex, fast-moving environments and brings the technical depth, systems acumen, continuous-improvement mindset, and payroll expertise to match our pace.

This role owns end-to-end payroll operations for 1000 + employees, in the US and Canada, across all entities, ensures full FLSA, multi-state & provincial compliance — including certified payroll and prevailing wage obligations — and serves as the internal subject matter expert on payroll technology and process automation. The ideal candidate is as comfortable in the weeds of a Davis-Bacon audit as they are piloting an AI-assisted workflow or leading a payroll system implementation.  We are currently in the midst of implementing a new operating system within our business that must be properly integrated with our payroll systems. Responsibilities Multi-entity payroll operations

• Manage end-to-end payroll processing across 20+ US EINs and multiple Canadians legal entities, including acquisitions as they are onboarded.
• Oversee weekly, bi-weekly, and semi-monthly payroll cycles for hourly, salaried, and field-based employee populations.
• Maintain accurate entity-level payroll records, ensuring clean separation of company codes, cost centers, and general ledger mappings.
• Coordinate payroll cutover and integration activities for newly acquired companies during M&A transitions.
• Work to align all US EINS on one consistent pay cycle

Compliance & regulatory

• Ensure full compliance with federal, state, and local wage-and-hour laws across all jurisdictions in which the company operates.
• Administer certified payroll reporting (WH-347 or equivalent) for all public works and government-funded projects subject to the Davis-Bacon Act and related prevailing wage statutes.
• Maintain prevailing wage rate tables, monitor wage determinations, and respond to Department of Labor or state agency inquiries.
• Manage multi-state tax registrations, withholding accounts, SUI rates, and local tax jurisdictions; coordinate with external tax counsel as needed.
• Stay current on legislative changes and proactively communicate compliance impacts to HR and Finance leadership.

Systems, technology & automation

• Lead or actively participate in payroll system implementations, upgrades, and integrations — from requirements gathering through UAT and go-live.
• Lead all efforts around integration between company’s primary operating systems and HRIS/Payroll system
• Identify, design, and deploy workflow automation and process improvements that reduce manual touchpoints, improve cycle time, and minimize error rates.
• Explore and pilot AI-assisted tools for payroll auditing, anomaly detection, and reporting; champion responsible adoption within the payroll function.
• Maintain integrations between payroll, HRIS, time & attendance, and general ledger systems.

Reporting, audit & controls

• Produce payroll analytics and executive-level reporting for PE sponsor reporting packages, including labor cost variance, headcount reconciliation, and accrual schedules.
• Maintain and enforce internal controls over payroll, including segregation of duties, approval workflows, and audit trails.
• Manage year-end processes: W-2 reconciliation and issuance, and applicable state filings across all EINs.
• Support internal and external audits, including workers' compensation audits and certified payroll compliance reviews.

Leadership & cross-functional partnership

• Lead and develop a payroll team; set clear expectations, provide coaching, and build bench strength.
• Partner closely with HR, Accounting, Risk, and Operations to align payroll processes with company-wide initiatives.
• Act as the escalation point for complex employee payroll inquiries and disputes.
• Support due diligence and integration workstreams for future acquisitions as the company continues its roll-up strategy.

Required Skills

• 15+ years of progressive payroll experience, with at least 10 years in a senior or leadership role.
• Demonstrated experience in a PE-backed or roll-up / multi-entity organizational structure managing 10+ EINs (20+ strongly preferred).
• Hands-on experience with certified payroll reporting and prevailing wage compliance under Davis-Bacon, state prevailing wage laws, or both.
• Proven multi-state payroll compliance expertise and Canadian experience
• Strong working knowledge of FLSA, IRS payroll tax regulations, and wage-and-hour law.
• Experience leading or materially contributing to a payroll system implementation or major platform migration.
• Deep systems experience connecting payroll solutions to other systems within a business
• Proficiency with Paychex Flex or related Paychex products is highly preferred; experience with other enterprise payroll platforms (ADP, Ceridian Dayforce, UKG) considered.
• Demonstrated ability to build or improve payroll workflows and automate repetitive processes.

PREFERRED QUALIFICATIONS

• Certified Payroll Professional (CPP) designation from the American Payroll Association.
• Experience with AI-assisted tools, RPA, or workflow automation platforms (e.g., Power Automate, Zapier, or vendor-native AI features).
• Familiarity with construction, field services, or government contracting industries where prevailing wage obligations are common.
• Experience supporting M&A integration activities, including payroll cutover planning and entity consolidation.
• Exposure to PE reporting cadences, EBITDA add-back treatment for payroll adjustments, and lender compliance requirements.