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Salary: USD 55,000 - 65,000 / annual
Firstbase is seeking a meticulous and proactive USA Benefits & Payroll Administrator to own the full-cycle payroll and benefits experience for a multi-entity organization.
You will manage end-to-end payroll administration across multiple US-based entities, including regular, off-cycle, and ad hoc payroll runs. Responsibilities include accurate calculation of wages, deductions, garnishments, and tax withholdings; multi-state payroll tax registrations, closures, and compliance filings (SUI/SIT); year-end payroll activities including W-2 preparation and reconciliation; vendor liaison and issue resolution; and payroll record audits to ensure data integrity.
On the benefits side, you will administer all US employee benefit programs (medical, dental, vision, life, disability, FSA/HSA, 401(k)) across multiple companies. You'll manage the full benefits lifecycle—enrollment, changes, terminations, COBRA, QMCSO, and qualifying life events—and lead annual open enrollment planning, communication, execution, and post-enrollment reconciliation. You'll partner with brokers, carriers, and third-party administrators on plan setup, renewals, billing reconciliation, and issue resolution, including contract negotiation. You'll also support 401(k) plan administration, including audit coordination, compliance testing (ADP/ACP, top-heavy), and Form 5500 filings.
Leave of absence (LOA) management is a key pillar: you'll administer and track employee leaves in compliance with FMLA, ADA, state-specific leave laws, and company policies. You'll serve as the primary point of contact for employees, managers, and vendors on leave eligibility, documentation, timelines, and status updates. You'll coordinate leave-related pay, benefits continuation, and return-to-work processes, and maintain accurate, confidential leave records in HRIS and case management systems.
You'll stay current on federal, state, and local payroll and benefits regulations (FLSA, ERISA, ACA, COBRA, HIPAA) and ensure timely, accurate compliance filings including ACA reporting (1094-C/1095-C), EEO-1, and state-specific requirements. You'll generate and analyze payroll and benefits reports to support audits, budgeting, and leadership decision-making, and support due diligence and integration activities for newly acquired entities.
You'll identify opportunities to streamline payroll and benefits processes, increase automation, and enhance the employee experience. You'll partner with Finance, Legal, and People Operations to ensure alignment on compensation, benefits, and compliance matters, maintain clear process documentation and SOPs, and contribute to payroll and benefits projects as needed.
REQUIREMENTS:
- 3–5+ years of hands-on experience in US payroll processing and benefits administration, with demonstrated experience in a multi-state, multi-entity environment
- Strong working knowledge of federal and state payroll tax regulations and benefits compliance including ERISA, ACA, COBRA, FMLA, and 401(k) plan administration
- Experience with HRIS and payroll platforms such as 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 the highest level of discretion and integrity
- Strong communication skills with the ability to translate complex payroll and benefits topics clearly for employees and stakeholders at all levels
- FPC, CPP, or CEBS certification preferred
- Bachelor's degree in Human Resources, Business Administration, Finance, Accounting, or a related field — or equivalent practical experience
