Payroll Coordinator

Job Title: Payroll Coordinator

Location: Highland Park, IL or Miami, FL

Reports to: Payroll Manager

Department: Finance

Job Description

The Payroll Coordinator will be responsible for supporting the payroll manager by ensuring a timely and accurate processing of payroll for employee, maintaining payroll records and assisting with the reconcilement of payroll with company finances. The role requires strong organization skills, attention to details, the ability to handle confidential information with the upmost professionalism. Provide communication support by ensuring that employees are kept informed of payroll updates, company changes or changes in compensation.

Key Responsibilities

• Payroll Processing
  • Accurate and timely processing for all employee on weekly, bi-weekly and semi-month basis for all entities within GVW, LLC and its affiliated companies.
  • Calculate wages, overtime, bonus and deduction, and all exception related to an employee’s life cycle. Ensure that HRIS system accurately process taxes, insurance and retirement contributions in accordance with tax treatments.
  • Ensure compliance with federal, state and local payroll regulations.
  • Oversee the timekeeping system, ensuring accurate recording of employee work hours, ensuring compliance with point system by hourly employees.
  • Review and approve timecard and time off and manage any corrections that are needed for payroll accuracy.
  • Maintain communication with managers to ensure the timely closure of time and attendance batches.
  • Distribute paychecks to respective division and ensure that payroll is processed in accordance with pay periods, processing deadlines and consideration for holiday processing time.
• Record Maintenance
  • Maintain payroll recording including employee earnings, hours worked, deduction and benefits.
  • Update and maintain employee data in the payroll system and ensuring accuracy and completeness.
  • Handle any necessary payroll adjustments or corrections.
• Reporting and Reconciliation
  • Generate and distribute payroll reports for internal review of management team this includes payroll summaries for HR and Finance Department.
  • Support the annual preparation for quarterly and annual tax filings to include W2, ACA and other payroll related documents.
  • Reconcile payroll reports against general ledger and identify and resolve any discrepancies.
• Employee and Communication Support
  • Provide clear communication to employees regarding payroll schedule, updates and changes to tax law or deduction.
  • Collaborate with HR and Finance to ensure that employee is informed of any adjustments that affect compensation.
  • Timely response to employee inquiries related to payroll, deductions, timing and taxes.
  • Assist employee in understanding their wages, earnings and deductions, taxes and time reporting.
  • Work closely with HR business partner and HR senior leadership to resolve any payroll discrepancies and issues.
  • Work closely with hiring managers with questions related to time and attendance or access permission for the employees under their division.
• Compliance and Auditing 
  • Ensure that all payroll responsibilities are following relevant labor law and tax regulation and company policies. Stay up abreast of federal regulations as outlined in Publication 15, Circular E (Employers Tax Guide)
• System and Process Improvement
  • Collaborate and support the HR and Finance team in identification of payroll process that could be streamlined to improve operational inefficiencies.
  • Assisting in the implementation and testing of payroll system updates or new payroll software.