Payroll & Expense Manager

About the role :

We are seeking an experienced, detail-oriented, and hands-on Payroll & Expense Manager to take full ownership of payroll operations and corporate credit card expense management for its US business.

The successful candidate will ensure accurate, timely, and compliant payroll processing through Paylocity, while maintaining strong internal controls, effective employee support, and reliable reporting and reconciliation processes.

In addition, this role will manage corporate credit card expense reporting, ensuring timely submission, proper documentation, policy compliance, and accurate accounting treatment.

This is a hands-on position requiring strong accountability, attention to detail, proactive problem-solving, and the ability to work independently and collaboratively across Finance, HR, and other business functions.

Key responsibilities :

Payroll Management

• Own and manage the end-to-end biweekly payroll process for Energix companies (3 companies, currently ~120 employees) using Paylocity, ensuring accurate and timely payroll execution.
• Review and validate payroll inputs, including new hires, terminations, compensation changes, bonuses, deductions, benefits, and other payroll adjustments.
• Maintain accurate employee payroll records and ensure proper coordination with HR on employee information, benefits, and employment status changes.
• Manage payroll calculations, adjustments, off-cycle payments, final paychecks, and payroll corrections as required.
• Ensure compliance with applicable federal, state, and local payroll regulations, including wage and hour requirements, tax withholding, and payroll reporting obligations.
• Coordinate with Paylocity and external service providers on payroll processing, tax filings, year-end reporting, and resolution of payroll-related issues.
• Manage year-end payroll activities, including W-2 preparation, payroll reconciliations, and coordination with Finance and HR.
• Prepare and review payroll reports, reconcile payroll registers to accounting records, and coordinate accurate payroll expense recording with the Accounting team.
• Support payroll-related audits, internal control reviews, and compliance inquiries.
• Serve as the primary point of contact for employee payroll questions, ensuring timely and professional resolution.
• Identify and implement opportunities to improve payroll processes, controls, automation, and operational efficiency.
• Maintain appropriate confidentiality and security of sensitive employee and payroll information.

Corporate Credit Card & Expense Management

• Own and administer the corporate credit card expense reporting and reconciliation process (3 main corporate credit cards).
• Monitor timely submission of expense reports, receipts, and supporting documentation.
• Review expense reports for completeness, accuracy, proper coding, approval, and compliance with company policies.
• Coordinate with cardholders and department managers to resolve missing documentation, unapproved expenses, and outstanding transactions.
• Perform or oversee monthly corporate credit card reconciliations and ensure timely resolution of discrepancies.
• Coordinate with Accounting to ensure accurate and timely recording of expenses in the general ledger.
• Maintain and reinforce corporate expense policies, approval requirements, and internal controls.
• Prepare periodic reports on outstanding expenses, policy exceptions, and compliance trends.
• Recommend and implement improvements to expense management processes and systems.

Qualifications & Experience :

Required

• Bachelor's degree in Accounting, Finance, Business Administration, or a related field.
• 3+ years of relevant payroll experience, including direct responsibility for US payroll processing.
• Solid understanding of US payroll regulations, payroll taxes, deductions, and federal and state compliance requirements.
• Experience with payroll accounting, reconciliations, and financial reporting.
• Strong Excel skills and ability to analyze and reconcile financial data.
• Attention to detail, organizational skills, and ability to consistently meet critical deadlines.
• Strong communication skills and ability to work effectively with employees, management, and external service providers.

Preferred

• Experience with Paylocity or a comparable payroll platform.
• Experience managing payroll across multiple US states.
• Certified Payroll Professional (CPP) certification.
• Experience with Oracle or another enterprise ERP system.
• Experience in a growing, multi-entity organization.
• Familiarity with payroll and expense-related internal controls and audit requirements.

Key Competencies

• Strong ownership and accountability: Takes full responsibility for assigned processes and delivers accurate, timely results with minimal supervision.
• Hands-on, can-do attitude: Willing and able to personally manage operational details, resolve issues, and drive tasks to completion.
• Attention to detail: Maintains high standards of accuracy, compliance, and data integrity.
• Collaboration and service orientation: Builds effective working relationships with Finance, HR, employees, and external partners.
• Confidentiality and integrity: Demonstrates sound judgment when handling sensitive employee and financial information.