Payroll Manager

Vedder Careers•Chicago, IL

10d•Hybrid

About The Position

The Payroll Manager provides strategic and operational leadership for Vedder’s domestic and international payroll functions, including payrolls in the United States, United Kingdom, and Singapore. The role is accountable for accurate, timely, secure, and compliant payroll delivery across multiple entities, payroll groups, and processing cycles; effective internal controls and audit readiness; payroll systems and data integrity; and the leadership and development of the Payroll team. The Payroll Manager serves as the primary escalation point for complex payroll matters, advises management on regulatory and operational risks, and maintains appropriate records, reconciliations, reporting, and continuous process improvement. The position oversees payroll operations, compliance, controls, audits, financial reporting, systems, process improvements, vendor relationships, and cross-functional employee service. It works closely with Human Resources, Tax, Benefits, Finance, Accounting, business leaders, and external providers. The role is based in Vedder’s Chicago office; the firm describes its work model as hybrid.

Requirements

Minimum of six to eight years of progressively responsible payroll experience, including at least two years leading, supervising, or formally mentoring payroll staff.
Demonstrated experience managing multi-state and international payrolls in a multi-entity environment, including multiple payroll groups and processing frequencies.
Hands-on experience processing and approving payroll in UKG is required.
Experience supporting payroll audits, account reconciliations, year-end reporting, internal controls, and process or system improvements is required.
Comprehensive knowledge of U.S. multi-state and international payroll compliance, including payroll tax, wage-and-hour, statutory contribution, benefits, workers’ compensation, and employment requirements relevant to the United States, United Kingdom, and Singapore.
Demonstrated ability to lead, coach, develop, and hold a payroll team accountable while maintaining service levels and cross-functional partnerships.
Strong analytical, financial reporting, reconciliation, problem-solving, and decision-making skills, including the ability to identify trends, anomalies, control gaps, and compliance risks.
High attention to detail and commitment to accuracy, confidentiality, data security, and effective internal controls.
Ability to manage multiple payrolls, projects, and competing priorities in a high-volume, deadline-driven environment.
Strong organizational, time-management, and project-management capabilities, including the ability to lead process and system changes.
Effective written and verbal communication skills, sound judgment, and ability to influence and collaborate with stakeholders at all levels and external providers.
Proactive, solutions-oriented approach focused on continuous improvement, scalability, and employee service.
Advanced Microsoft Excel skills, including XLOOKUP, VLOOKUP, PivotTables, SUMIFS, and related data-analysis functions.
Ability to work under pressure, exercise sound judgment, and meet strict and recurring deadlines.
Advanced proficiency in Microsoft Excel and working knowledge of Microsoft Word and Outlook.
Proficiency in UKG payroll and HRIS functionality.
Ability to work with payroll interfaces, reporting tools, system testing, and data validation processes.

Nice To Haves

Bachelor’s degree in Accounting, Finance, Business Administration, Human Resources, or a related field; equivalent relevant experience may be considered.
Experience with ADP or another international payroll platform.
International payroll experience involving the United Kingdom and Singapore.
Experience in a professional services or law firm environment.
Fundamental Payroll Certification (FPC) or Certified Payroll Professional (CPP) designation.
Experience with time and attendance systems, including Workforce Management or a comparable platform.

Responsibilities

Provide strategic and operational leadership for the Payroll function and oversee payroll delivery across domestic and international offices.
Establish the payroll calendar, assign team responsibilities, monitor workflow, and ensure payroll cycles and related activities are completed accurately and on schedule.
Direct, coach, mentor, and develop Payroll team members; review team output, provide feedback, maintain cross-training and coverage, and promote a collaborative service culture.
Serve as the primary escalation point for complex payroll inquiries, policy questions, and regulatory matters, ensuring timely and professional resolution without providing individual tax advice.
Oversee end-to-end payroll operations for the United States, United Kingdom, and Singapore across multiple entities, payroll groups, and processing frequencies.
Review and approve payroll transactions, including hires, separations, compensation changes, retroactive adjustments, deductions, exemptions, benefits, leave, disability, nontaxable wages, job changes, and department transfers.
Perform final validation and authorization of payroll before transmission, including review of earnings, taxes, deductions, direct deposits, checks, and funding requirements.
Oversee manual and off-cycle payments, payment corrections, and wire requests with documented approval, segregation of duties, and appropriate controls.
Determine and oversee payroll-related liabilities, including employee and employer taxes, statutory contributions, unemployment, workers’ compensation, and other required payments.
Ensure statutory payments and year-end payroll activities are completed accurately and on schedule.
Ensure compliance with applicable federal, state, local, and international payroll, tax, wage-and-hour, and employment requirements, including U.K. and Singapore obligations.
Monitor regulatory developments, assess operational impacts, and advise management on required actions.
Oversee statutory filings and year-end reporting, including applicable Forms W-2, P60, IR8A, and other jurisdictional reports, coordinating with internal stakeholders and external providers.
Maintain payroll records and retention practices in accordance with legal, regulatory, and organizational requirements.
Maintain audit-ready records and effective payroll controls, including documented approvals, reconciliations, exception review, segregation of duties, and access controls.
Lead preparation of payroll documentation and responses for internal and external audits; assess findings, remediate control gaps, and monitor corrective actions.
Safeguard payroll and employee information and ensure adherence to confidentiality and data security standards.
Own and update payroll policies, procedures, process maps, calendars, and control documentation at least annually or when regulatory, system, or business changes occur.
Generate and analyze payroll reports and operational metrics; identify trends, anomalies, service issues, and financial or compliance risks and communicate them to management.
Partner with Accounting to reconcile payroll accounts, reports, funding activity, and source data; investigate and resolve discrepancies promptly.
Support accurate financial reporting by ensuring payroll records, liabilities, funding activity, and related accounting information are complete and aligned.
Maintain accurate payroll data and effective use of UKG, ADP, time and attendance, and related HRIS platforms.
Oversee system access, data integrity, interfaces, testing, upgrades, and payroll-related process changes.
Evaluate workflows and lead approved process improvements, automation, and system enhancements to strengthen accuracy, efficiency, scalability, controls, and employee service.
Manage payroll and related systems vendor relationships and service performance, escalating issues and ensuring timely resolution.
Partner with Human Resources, Tax, Benefits, Finance, Accounting, and business leaders on compensation changes, employee data, mobility matters, timekeeping, and payroll-related initiatives.
Maintain effective stakeholder communication and ensure payroll questions and service issues are addressed promptly and professionally.
Coordinate with internal stakeholders and external providers to support payroll compliance, reporting, funding, and employee service requirements.

Benefits

Discretionary annual bonus program.
Discretionary profit sharing and 401(k) matching.
Comprehensive health, dental, and vision plans.
Optional health savings and flexible spending accounts.
Firm-paid life and disability benefits.
Wellness programs.
Competitive time off package including vacation days, paid holidays, sick time, and personal days.
Firm-provided training programs and opportunities for continuous learning and career growth.
Anniversary and Vedder Praise employee recognition programs.
Hybrid work model and family-friendly policies.
Employee discount program.
Pre-tax commuter benefits.
Backup child and elder care.
Employee Assistance Program (EAP).
Fitness center discounts.