Payroll Administrator

Payroll Administrator
Dallas, TX – hybrid, 3 days onsite

We are seeking a detail-oriented Payroll Administrator to manage end-to-end payroll processing across a complex global, multi-entity organization. This role is responsible for administering payroll operations in an Excel-driven environment while partnering with multiple third-party payroll providers to ensure employees are paid accurately and on time. The Payroll Administrator will maintain payroll records, support payroll compliance, prepare reporting, resolve employee inquiries, and continuously improve payroll processes across multiple jurisdictions.

This position requires strong technical payroll knowledge, exceptional attention to detail, advanced Excel skills, and the ability to coordinate effectively with internal stakeholders and external payroll vendors in a fast-paced international environment.

Compensation $100-120K + Bonus

Key Responsibilities

• Process end-to-end payroll for multiple domestic and international legal entities, ensuring timely and accurate payroll execution.
• Coordinate payroll processing activities with multiple third-party payroll service providers across various countries and jurisdictions.
• Collect, validate, and reconcile payroll data including new hires, terminations, promotions, compensation changes, bonuses, commissions, equity transactions, and other payroll-related adjustments.
• Prepare, review, and maintain complex Excel workbooks used to compile, validate, and reconcile payroll data prior to payroll submission.
• Perform payroll audits and reconciliations to ensure payroll accuracy, identify discrepancies, and resolve issues before payroll is finalized.
• Maintain payroll records, documentation, and supporting schedules in accordance with company policies and regulatory requirements.
• Assist with payroll tax, statutory, and regulatory compliance by coordinating with external payroll providers and internal finance teams.
• Support monthly, quarterly, and annual payroll reporting, reconciliations, and accounting close activities.
• Prepare payroll-related journal entries and reconcile payroll accounts as assigned.
• Partner with Human Resources, Finance, Accounting, Tax, and external vendors to ensure accurate employee data and payroll processing.
• Respond to employee payroll inquiries regarding pay, deductions, taxes, benefits, leave balances, and other payroll-related matters.
• Assist with year-end payroll activities including annual tax reporting, reconciliations, and regulatory filings in partnership with payroll providers.
• Support internal and external audits by providing payroll documentation and responding to audit requests.
• Identify opportunities to improve payroll processes, strengthen internal controls, and increase operational efficiency within an Excel-intensive environment.
• Maintain confidentiality of sensitive employee and payroll information.

Qualifications

• Bachelor's degree in Accounting, Finance, Human Resources, Business Administration, or a related field preferred.
• 3–6+ years of payroll administration experience in a multi-state and/or global payroll environment.
• Experience processing payroll across multiple legal entities.
• Experience coordinating payroll with third-party payroll providers.
• Strong understanding of payroll regulations, taxes, wage and hour requirements, and payroll compliance.
• Advanced Microsoft Excel skills, including complex formulas, pivot tables, lookups, data validation, and reconciliations.
• Experience working in highly manual or Excel-driven payroll environments.
• Ability to manage multiple payroll cycles, deadlines, and competing priorities with minimal supervision.
• Strong analytical, organizational, and problem-solving skills.
• Excellent communication and customer service skills with the ability to interact professionally with employees at all levels.
• High degree of accuracy, discretion, and attention to detail.
• Experience supporting international payroll operations is strongly preferred.
• Certified Payroll Professional (CPP) designation is a plus.

Determining compensation for this role (and others) at Vaco/Highspring depends upon a wide array of factors including but not limited to the individual’s skill sets, experience and training, licensure and certifications, office location and other geographic considerations, as well as other business and organizational needs. With that said, as required by local law in geographies that require salary range disclosure, Vaco/Highspring notes the salary range for the role is noted in this job posting. The individual may also be eligible for discretionary bonuses, and can participate in medical, dental, and vision benefits as well as the company’s 401(k) retirement plan. Additional disclaimer: Unless otherwise noted in the job description, the position Vaco/Highspring is filing for is occupied. Please note, however, that Vaco/Highspring is regularly asked to provide talent to other organizations. By submitting to this position, you are agreeing to be included in our talent pool for future hiring for similarly qualified positions. Submissions to this position are subject to the use of AI to perform preliminary candidate screenings, focused on ensuring minimum job requirements noted in the position are satisfied. Further assessment of candidates beyond this initial phase within Vaco/Highspring will be otherwise assessed by recruiters and hiring managers. Vaco/Highspring does not have knowledge of the tools used by its clients in making final hiring decisions and cannot opine on their use of AI products.