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Salary: USD 55,000 - 65,000 / annual
AppDirect is seeking a meticulous Benefits & Payroll Administrator to own the full lifecycle of payroll and benefits administration across multiple US-based entities. This is a hands-on role in a fast-paced, multi-state environment where you'll drive accuracy, compliance, and employee experience.
Key Responsibilities:
Full-Cycle Payroll Administration: Process and manage end-to-end payroll for multiple US entities, including regular, off-cycle, and ad hoc runs. Ensure accurate calculation of wages, deductions, garnishments, and tax withholdings. Manage multi-state payroll tax registrations, closures, filings, and compliance (SUI/SIT accounts). Lead year-end activities including W-2 preparation, reconciliation, and distribution. Serve as primary liaison with payroll vendors and resolve processing issues. Audit and maintain payroll records for data integrity.
Full-Cycle US Benefits Administration: Administer all US employee benefit programs (medical, dental, vision, life, disability, FSA/HSA, 401(k)) across multiple companies. Manage the full benefits lifecycle: enrollment, changes, terminations, COBRA, QMCSO, and qualifying life events. Lead annual open enrollment planning, communication, execution, and post-enrollment reconciliation. Partner with brokers, carriers, and third-party administrators on plan setup, renewals, billing reconciliation, and issue resolution. Support 401(k) plan administration including audit coordination, compliance testing (ADP/ACP, top-heavy), and Form 5500 filings.
Leave of Absence Management: Administer and track employee leaves in compliance with FMLA, ADA, state-specific leave laws, and company policies. Serve as primary point of contact for employees, managers, and vendors on leave eligibility, documentation, timelines, and status. Coordinate leave-related pay, benefits continuation, and return-to-work processes. Partner with managers and HR Business Partners for smooth, supportive experiences. Maintain accurate, confidential leave records in HRIS and case management systems.
Compliance & Reporting: Stay current on federal, state, and local payroll and benefits regulations (FLSA, ERISA, ACA, COBRA, HIPAA). Ensure timely and accurate compliance filings (ACA 1094-C/1095-C, EEO-1, state-specific requirements). Generate and analyze payroll and benefits reports for audits, budgeting, and leadership decision-making. Support due diligence and integration for newly acquired entities.
Process Improvement & Cross-Functional Collaboration: Identify opportunities to streamline processes, increase automation, and enhance employee experience. Partner with Finance, Legal, and People Operations on compensation, benefits, and compliance alignment. Maintain clear, up-to-date process documentation and SOPs. Contribute to payroll and benefits projects as needed.
Requirements:
- 3–5+ years of hands-on experience in US payroll processing and benefits administration in multi-state, multi-entity environments
- Strong working knowledge of federal and state payroll tax regulations and benefits compliance (ERISA, ACA, COBRA, FMLA, 401(k) plan administration)
- Experience with HRIS and payroll platforms (ADP, Paylocity, Gusto, Rippling, or similar)
- Advanced proficiency in Excel or Google Sheets (VLOOKUPs, pivot tables, data reconciliation)
- Track record of handling sensitive compensation and personal data with discretion and integrity
- Strong communication skills to translate complex payroll and benefits topics for employees and stakeholders at all levels
- FPC, CPP, or CEBS certification preferred
- Bachelor's degree in Human Resources, Business Administration, Finance, Accounting, or related field (or equivalent practical experience)
