Payroll and Benefits Coordinator

Position Summary

The Payroll and Benefits Coordinator is responsible for supporting the accurate and timely processing of payroll and the administration of employee benefits programs. This role serves as a key point of contact for employees regarding benefit inquiries, benefit enrollments, deductions, leave administration, and related HR processes. The coordinator ensures compliance with federal, state, and company policies while maintaining confidentiality and providing excellent customer service.

Key Responsibilities

Payroll Administration

Serve as backup for Payroll Analyst

• Process multi-state payroll accurately and on schedule.

• Review and audit timekeeping records, attendance data, and payroll changes for completeness and accuracy.

• Enter and maintain employee payroll information, including new hires, terminations, transfers, pay rate changes, deductions, garnishments, and direct deposit updates.

• Coordinate payroll adjustments, retroactive payments, reimbursements, and off-cycle payrolls as needed.

• Assist with payroll tax reporting, W-2 processing, and year-end payroll activities.

• Maintain payroll records and support documentation in accordance with company policy and legal requirements.

• Respond to employee questions regarding pay, taxes, deductions, and payroll procedures.

Benefits Administration

• Administer employee benefit programs, including medical, dental, vision, life insurance, disability, HSA/FSA, and retirement plans.

• Process benefit enrollments, qualifying life event changes, terminations, and COBRA notifications.

• Reconcile benefit invoices with payroll deductions and eligibility reports.

• Partner with HRBPs to manage returning employee benefit arrears

• Partner with vendor to track and manage leave of absence process

• After payroll finishes Import benefit contributions – deferred compensation, FSA, and HSA

• Coordinate with benefit vendors, brokers, and carriers to resolve enrollment and billing discrepancies.

• Assist employees with benefit questions and provide guidance on plan options and procedures.

• Support annual open enrollment activities, including system updates, employee communications, and enrollment audits.

HR and Compliance Support

• Maintain accurate employee records in the HRIS and payroll systems.

• Ensure compliance with federal and state wage and hour laws, payroll tax regulations, ERISA, COBRA, HIPAA, ACA, and other applicable regulations.

• Prepare payroll and benefits reports for HR, Finance, and management as requested.

• Support audits related to payroll, benefits, workers’ compensation, and retirement plans.

• Assist with the development and documentation of payroll and benefits procedures and internal controls.

Qualifications

Education

• Associate degree in Human Resources, Accounting, Business Administration, or a related field preferred.

• Equivalent combination of education and relevant experience may be considered.

Experience

• 2–5 years of payroll and/or benefits administration experience.

• Experience processing multi-state payroll preferred.

• Experience with HRIS and payroll systems such as UKG, ADP, Kronos, Workday, or Oracle preferred.

Knowledge, Skills, and Abilities

• Strong understanding of payroll processes, payroll deductions, and employee benefits administration.

• Knowledge of payroll tax regulations and wage and hour compliance requirements.

• Proficiency in Microsoft Excel, including formulas, lookups, and data reconciliation.

• Excellent attention to detail and organizational skills.

• Strong analytical and problem-solving abilities.

• Ability to handle confidential and sensitive information with discretion.

• Effective written and verbal communication skills.

• Ability to manage multiple priorities and meet strict deadlines.

Preferred Qualifications

• Experience with benefits invoice reconciliation and HSA/FSA administration.

• Experience supporting open enrollment and year-end payroll processing.

• Data analytics experience

Working Conditions

• Hybrid office schedule with extended computer use.

• May require additional hours during payroll processing periods, month-end close, quarter-end, year-end, or open enrollment.

Success Factors

A successful Payroll and Benefits Coordinator demonstrates:

• Consistent payroll accuracy and timeliness.

• Strong customer service orientation toward employees and managers.

• Effective coordination with HR, Finance, and external vendors.

• Proactive identification and resolution of payroll and benefits discrepancies.

• Commitment to confidentiality, compliance, and continuous process improvement.