Payroll Associate

Description

We are seeking a detail-oriented and dependable Payroll Associate to join our growing corporate team. Our organization supports multiple brands across the HVAC, plumbing, and electrical service industries.

The Payroll Associate will be responsible for supporting accurate and timely payroll processing, maintaining employee payroll records, reviewing timekeeping information, and ensuring compliance with applicable payroll regulations across multiple business entities.

This position will work closely with Human Resources, Accounting, and brand leadership to ensure employees are compensated accurately and payroll operations run efficiently. The ideal candidate is highly organized, analytical, and comfortable managing confidential information in a fast-paced, multi-location environment.

Key Responsibilities

• Assist with processing weekly, biweekly, and other applicable payroll cycles accurately and on schedule.
• Review and verify employee timesheets, attendance records, overtime, and payroll adjustments.
• Process employee pay changes, bonuses, commissions, incentives, and other compensation adjustments.
• Ensure accurate calculation of wages, deductions, reimbursements, and applicable payroll taxes.
• Maintain accurate employee payroll records, including direct deposit information, tax withholding forms, and compensation changes.
• Review payroll reports to identify discrepancies and ensure accuracy before final processing.
• Assist with off-cycle payroll payments, corrections, and adjustments as needed.

Payroll Compliance & Recordkeeping

• Ensure payroll activities comply with applicable federal, state, and local wage and hour regulations.
• Maintain accurate payroll documentation and employee records in accordance with company policies and retention requirements.
• Assist with payroll tax reporting, wage garnishments, and other required deductions.
• Monitor payroll-related changes to ensure proper documentation and approvals.
• Support internal and external audits by providing payroll reports and supporting documentation.
• Maintain confidentiality of employee compensation and personal information.

Payroll Reconciliation & Reporting

• Assist with payroll reconciliations to ensure accurate recording of wages, deductions, and employer contributions.
• Prepare and maintain payroll reports for Accounting, Human Resources, and leadership.
• Identify and investigate payroll discrepancies, coordinating corrections as necessary.
• Assist with month-end, quarter-end, and year-end payroll reporting activities.
• Support the preparation and distribution of annual tax documents, including W-2 forms.
• Track payroll adjustments and ensure proper allocation of payroll expenses across brands and business entities.

Employee Support & Cross-Functional Collaboration

• Respond to employee inquiries regarding paychecks, deductions, direct deposits, and payroll-related concerns.
• Collaborate with Human Resources to ensure accurate processing of new hires, terminations, employee transfers, and compensation changes.
• Work with brand managers to resolve timekeeping discrepancies and obtain required payroll approvals.
• Coordinate with Accounting to ensure payroll expenses are accurately recorded.
• Communicate payroll deadlines, requirements, and procedural updates to appropriate stakeholders.
• Provide professional and timely assistance while maintaining employee confidentiality.

Process Improvement & System Management

• Assist with maintaining accurate employee information within payroll and HRIS systems.
• Identify opportunities to improve payroll accuracy, efficiency, and consistency across multiple brands.
• Support implementation of standardized payroll procedures and internal controls.
• Assist with payroll system updates, testing, and process improvements.
• Ensure payroll documentation and workflows remain organized and consistent across business entities.

Requirements

• High school diploma or equivalent.
• 1–3 years of payroll processing, payroll administration, or related accounting experience.
• Working knowledge of payroll procedures, wage calculations, deductions, and timekeeping practices.
• Proficiency in Microsoft Excel and general Microsoft Office applications.
• Experience using payroll software or Human Resources Information Systems (HRIS).
• Strong attention to detail, accuracy, and organizational skills.
• Ability to manage multiple deadlines and prioritize tasks effectively.
• Strong written and verbal communication skills.
• Ability to handle sensitive employee and financial information with discretion.
• Strong problem-solving skills and the ability to identify and resolve payroll discrepancies.

Preferred:

• Associate degree in Accounting, Finance, Business Administration, Human Resources, or a related field.
• Experience using Paylocity or a comparable payroll and HRIS platform.
• Previous experience processing payroll for multiple business entities or locations.
• Familiarity with multi-state payroll regulations and payroll tax requirements.
• Experience processing variable compensation, including commissions, bonuses, and performance-based incentives.
• Previous experience in the HVAC, plumbing, electrical, construction, or home services industries.
• Familiarity with payroll reconciliations, general ledger reporting, and payroll-related accounting procedures.

Key Competencies

• Accuracy and attention to detail
• Confidentiality and professionalism
• Time management and deadline adherence
• Analytical thinking and problem-solving
• Payroll compliance and regulatory awareness
• Organization and recordkeeping
• Cross-functional communication and collaboration
• Accountability and dependability
• Adaptability in a growing, multi-brand organization

What We Offer

• Competitive compensation based on experience
• Health, dental, and vision insurance, subject to plan eligibility
• Paid time off and company holidays
• Opportunities for professional growth and advancement
• A collaborative corporate team supporting established service brands
• The opportunity to contribute to payroll operations across a growing organization