Payroll & AP Admin

Payroll & Accounts Payable Administrator

Franchise Organization/Location: Heartland Restaurant Group

Location: Forest Hills, PA - Support Center

Status: On-site, Monday through Friday

Purpose: Provide accurate, timely payroll processing and accounts payable support for Heartland Restaurant Group and its subsidiaries.

Organizational Overview: At Heartland Restaurant Group, a franchisee of Dunkin', we are employee-first fanatics! As one of the fastest-growing companies and top workplaces in the region over the past 18 years, we have helped bring the resurgence of Dunkin' to Pittsburgh, Western Pennsylvania, Southeastern Ohio, and northeastern West Virginia. We currently employ approximately 2,000 Team Members across 79 locations and continue to grow.

Position Summary: The Payroll & Accounts Payable Administrator is responsible for ensuring employees are paid accurately and on time while providing essential accounts payable support. This position also supports payroll system integrations, reconciliations, audits, compliance, and process improvements.

Responsibilities:

Payroll

• Process full-cycle, multi-state, biweekly payroll for approximately 2,000 employees
• Manage payroll tax processing and Electronic Federal Tax Payment System (EFTPS) transactions
• Process garnishments, child support orders, benefit deductions, and 401(k) contributions and adjustments
• Reconcile payroll transactions, payroll reports, system data, and general ledger entries
• Coordinate with Human Resources, Accounting, and Operations to maintain accurate employee records
• Process new hires, including personal and tax information, wage details, direct deposit or pay card setup, and required documentation
• Process Personnel Action Forms (PAFs), including compensation changes, promotions, transfers, and terminations
• Maintain strict confidentiality and safeguard sensitive payroll and employee information
• Implement, maintain, and support payroll and timekeeping software integrations
• Ensure compliance with federal, state, and local wage-and-hour laws
• Assist with year-end reporting, including Forms W-2, W-3, and 1095
• Develop and update payroll-related policies and procedures
• Coordinate payroll system setup for new restaurant locations with the payroll provider
• Respond to employee payroll inquiries professionally and promptly

Accounts Payable

• Review, code, and enter vendor invoices accurately and promptly
• Verify invoices for proper documentation, approvals, purchase orders, and general ledger coding
• Match invoices to purchase orders, receiving records, and supporting documentation
• Prepare and process scheduled vendor payments, including checks, ACH payments, and electronic transactions
• Maintain accurate vendor information, payment terms, and tax documentation
• Review vendor statements and research outstanding or missing invoices
• Respond to vendor and internal inquiries regarding invoices and payment status
• Identify and resolve invoice discrepancies, duplicate charges, pricing issues, and payment concerns
• Reconcile accounts payable records to vendor statements and general ledger accounts
• Track recurring expenses and ensure invoices are received and processed by required deadlines
• Assist with new vendor setup and obtain required documentation, including completed Forms W-9
• Support annual Form 1099 preparation and reporting
• Maintain complete, organized electronic and paper accounts payable records
• Assist with month-end and year-end closing procedures
• Support internal and external audits by providing requested documentation
• Communicate effectively with restaurant managers, department leaders, vendors, and Accounting team members
• Follow company accounting policies, approval procedures, and internal controls
• Assist the Accounting and Finance teams with administrative tasks and special projects as needed

Job Requirements:

• At least three years of payroll processing experience
• At least three years of recent experience using an HRIS or payroll processing system; experience with ADP Workforce Now or Paycom preferred
• Working knowledge of accounts payable processes and accounting software; experience with Sage or Intuit products preferred
• Strong knowledge of payroll laws, prevailing wage requirements, garnishments, and benefit deductions
• Advanced proficiency in Microsoft Office, including Excel, Teams, Outlook, Word, and PowerPoint
• Excellent attention to detail and strong organizational and problem-solving skills
• Ability to manage multiple priorities and deadlines in a fast-paced environment
• High level of confidentiality, integrity, and professionalism