Payroll Coordinator

NakedMD•Costa Mesa, CA

About The Position

The Payroll Coordinator at NakedMD is the person the entire organization trusts to make sure every team member is paid accurately, on time, every cycle — across multiple states and a growing number of studio locations. This is a fast-moving role in a fast-moving company. You will be asked to context-switch, prioritize on the fly, and turn things around quickly without sacrificing accuracy. You bring a strong sense of urgency, adapt without friction when priorities shift, and learn new systems and processes quickly. If you thrive in a high-growth environment where no two weeks are exactly alike and you take genuine ownership of getting payroll right — this role is for you.

Requirements

3–5 years of payroll processing experience, including at least 2 years managing multi-state payroll for a company with 100+ employees.
Experience with Rippling strongly preferred; familiarity with other payroll processing systems (ADP, Paychex, Paylocity, Paycom, or comparable) considered.
Basic HRIS system proficiency required.
Intermediate Excel skills required.
Demonstrated understanding of multi-state payroll tax compliance, withholding requirements, and wage and hour laws.
Operate with urgency without sacrificing accuracy.
Adapt quickly when priorities shift, pick up new systems and processes without needing extensive hand-holding, and multi-task effectively across competing deadlines.
Audit your own work before submitting, catch discrepancies before they hit employee paychecks, and document your process so errors can be traced and corrected.
Handle sensitive compensation data with absolute confidentiality.
Manage multiple payroll cycles, deadlines, and state requirements simultaneously without letting anything slip.
Clear and professional communication with employees, managers, and the Payroll Specialist alike.

Nice To Haves

Multi-site or multi-location business experience strongly preferred.
ERP experience (D365, NetSuite, or similar) a plus.
Experience supporting new state tax account registrations as a company expands preferred.

Responsibilities

Process full-cycle payroll for all NakedMD employees across multiple states and studio locations on a bi-weekly or semi-monthly schedule — accurately and on time, every cycle.
Collect, review, and audit timekeeping data, PTO, and schedule adjustments prior to each payroll run, resolving discrepancies with managers and studio teams before processing.
Ensure all payroll inputs — new hires, terminations, rate changes, bonuses, commissions, deductions, garnishments, and benefit elections — are captured completely and processed on schedule.
Coordinate with HR and operations on variable pay components including provider commissions, productivity bonuses, and membership performance incentives, ensuring accurate calculation and timely payment.
Manage off-cycle payroll runs for terminations, corrections, and one-time payments as needed, turning them around quickly and without error.
Maintain compliance with federal, state, and local payroll tax requirements across all states where NakedMD operates — ensuring correct withholding, employer tax calculations, and timely deposits.
Support the setup and maintenance of new state and local tax registrations as NakedMD expands into new markets, coordinating with the Payroll Specialist and finance as needed.
Assist in preparing quarterly and annual payroll tax returns (941, 940, state returns) and W-2s, ensuring accuracy and on-time submission.
Stay current on payroll tax law changes, wage and hour requirements, and multi-state compliance obligations — proactively flagging relevant changes to the Payroll Specialist.
Maintain accurate, current employee payroll records in the HRIS and payroll system — including pay rates, tax elections, deductions, direct deposit information, and employment status.
Audit payroll data on a regular cadence to identify and correct errors before they impact employees or financial reporting.
Process and maintain garnishment orders, child support withholdings, and wage assignments in compliance with applicable state and federal requirements.
Maintain organized, audit-ready payroll records and documentation in compliance with retention requirements.
Coordinate with the benefits team to ensure accurate and timely administration of health insurance premiums, FSA/HSA contributions, 401(k) deferrals and employer match, and other voluntary deductions.
Process benefits-related payroll adjustments for qualifying life events, open enrollment changes, and new hire elections within required timeframes.
Reconcile benefit deductions against carrier invoices and flag discrepancies to the Payroll Specialist and benefits team for resolution.
Prepare payroll registers, labor cost summaries, and department-level payroll reports for the Payroll Specialist, finance, and operations on each payroll cycle and on demand.
Support the accounting team with payroll journal entries, accruals, and reconciliations as part of the monthly close process.
Provide payroll data and supporting schedules for financial audits, workers’ compensation audits, and lender or PE reporting as requested.
Serve as the first point of contact for employee payroll questions — responding promptly, accurately, and with the discretion that payroll inquiries require.
Resolve payroll discrepancies, missed payments, and tax questions with urgency and a clear resolution path, escalating to the Payroll Specialist when appropriate.
Communicate payroll calendars, deadlines, and process changes to managers and studio teams clearly and in advance.
Honor and respect the confidentiality of employee compensation and payroll data at all times.