Payroll Coordinator

Position: Payroll Coordinator

Reports to: CHRO

Department: Human Resources

Location: Summit, NJ

Position Type: In-Office

Classification: Full-Time; Exempt (Salary)

Summary / Job Objective:

We are seeking an experienced Payroll Coordinator/Specialist for our headquarters in Summit, NJ to manage end-to-end, high-volume, multi-state payroll. This role serves as the internal expert for timekeeping, state labor compliance, and data integrity across our HRIS platforms. You will act as a key liaison between HR and Finance, ensuring payroll accuracy while providing dedicated support for all employee inquiries.

Primary Responsibilities:

• Payroll Processing: Process bi-weekly and semi-monthly payroll for salaried and hourly employees across multiple states.
• Timekeeping Compliance: Manage state-specific timekeeping rules, ensuring compliance with local regulations regarding overtime (e.g., California’s daily OT), meal periods, and rest breaks.
• Offboarding & Final Pay: Coordinate with HR to execute terminations, ensuring strict adherence to state-specific Final Pay Laws (e.g., immediate payout requirements vs. next-cycle states).
• Audit & Compliance: Ensure compliance with FLSA and diverse state labor laws by performing regular audits of system-generated calculations, overtime rates, and tax withholdings.
• Cross Functional Support: Partner with Finance and other departments to provide necessary data for internal and external audits, any reconciliations Finance requires and other projects as needed.
• Data Reporting: Create and run ad hoc reports to support partner offices and leadership inquiries.
• Employee Support: Provide comprehensive payroll assistance to employees in-person, via telephone, and through email, ensuring clear and timely resolution of all inquiries.
• HR Integration: Assist with various HR projects and general administrative support as needed to ensure a seamless employee lifecycle.

Qualifications:

• Bachelor’s degree in Accounting, Business, HR, or a related field (or equivalent years of professional experience)
• 2+ years of high-volume payroll processing, with a strong preference for candidates supporting multi-state environments
• Strong knowledge of state and federal regulations, especially in CA, MI, NY, WA are helpful
• Experience with Paychex or OTK (or similar mid-to-large market HRIS like ADP, Workday, or UKG) preferable
• Advanced Excel skills. Ability to perform VLOOKUPS, Pivot Tables, etc

Core Competencies:

• Communication: Clearly and effectively communicating both verbally and in writing.
• Efficiency: Prioritizes and multitasks in fast-paced settings, delivering quality results with minimal errors.
• Initiative: An entrepreneurial self-starter who operates independently to exceed goals.
• Discretion: Proven ability to handle sensitive and confidential information with professionalism.
• Reliability: Possesses an honest, trustworthy demeanor that maintains optimism and boosts morale.
• Collaboration: Works effectively with others, integrating diverse perspectives to reach common goals.
• Adaptability: Adjusting quickly and effectively to shifting priorities and evolving technologies.

Essential Job Functions:

• Maintain a stationary position (sitting or standing) for extended periods.
• Communicate and exchange accurate information clearly with peers, leadership, and external partners.
• Collaborate closely with colleagues and external parties to achieve project goals.
• Operate computers and standard office equipment on a constant basis.
• Perform repetitive motions involving wrists, hands, and fingers.
• Assist clients and colleagues via telephone, email, and in-person.
• Observe and analyze details at close range.

Travel Requirements:

• Minimal to None: Approximately 0%-9% (Office-based with potential for day trips or annual meetings).

Business Hours:

• Flexible Schedule: Monday-Friday, 8:30am-5:00pm EST with a 30 minute lunch break. Start and end times may be adjusted with manager approval, provided core business needs are met.

Compensation & Benefits:

Compensation (based on experience)

• Base Salary: $55,000-$65,000 annually
• This is an Exempt position
• Annual Performance Bonus Target: 5%

Benefits

• Employee Benefits (Medical, Dental, Vision, Life Insurance, other)
• 401k with Employer Match
• Paid Time Off
• Paid Parking, if applicable

Location: 475 Springfield Avenue, Summit, NJ 07901

*This role is an in-office position

Pay: $55,000.00 - $65,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Flexible schedule
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Vision insurance

Application Question(s):

• Do you have experience processing payroll in CA, MI, NY and/or WA?

Experience:

• Processing Payroll: 2 years (Required)

Ability to Commute:

• Summit, NJ 07901 (Required)

Work Location: In person