Payroll Manager

HCI Systems•Ontario, CA

24d•$100,000 - $150,000•Onsite

About The Position

HCI Systems, Inc. is a trusted construction specialty contractor providing safety and security solutions, including fire alarm and electronic security systems. We are seeking an experienced and detail-oriented Payroll Manager to oversee weekly, multi-state payroll processing for our three business entities: HCI Systems, Control Systems, and CMD Electric. This role supervises the organization’s payroll functions, ensuring all pay is processed on time, accurately, and in compliance with federal and state regulations.

Requirements

5–7 years of payroll experience managing high-volume, multi-state payroll for 400+ employees.
Payroll experience within the construction, electrical, or general contracting industries is required.
Experience managing payroll across multiple entities with accurate reporting and compliance.
Prior experience processing payroll for both union and non-union employees.
Familiarity with prevailing wage laws and certified payroll processes, including job rate verification, fringe benefits, and government agency reporting.
Hands-on experience with fringe credits and fringe contributions to retirement plans.
Strong working knowledge of ADP WorkforceNow.
Proficient in Microsoft Excel and payroll-related tools.
Experience with integrated software platforms, including payroll/HRIS systems such as ADP, and ERP systems like Sage/Timberline, Vista, Spectrum, Viewpoint, or CMiC.
Strong payroll knowledge base with a continuous learning mindset and a passion for teaching and developing others.
Proven leadership skills with experience guiding and supporting payroll staff.
Excellent problem-solving skills, with a proactive and detailed approach to resolving issues.
Strong organizational, communication and customer service skills.
Ability to manage multiple priorities and meet deadlines in a fast-paced environment.
Ability to handle sensitive data with professionalism and discretion.

Responsibilities

Process weekly, multi-state payroll for 1,300+ salaried and hourly employees across HCI Systems, Control Systems, and CMD Electric.
Oversee full-cycle payroll, including bonuses, adjustments, fringe benefits, and year-end reporting.
Lead and mentor payroll team members by developing SOPs, driving process improvements, and creating internal training materials to support efficiency, growth, and knowledge transfer.
Implement internal controls to ensure payroll accuracy, compliance, and risk mitigation.
Calculate payroll manually as needed, including gross-up calculations for bonuses.
Manage quarterly payroll tax filings and reconcile payroll-related general ledger accounts.
Conduct pre- and post-payroll internal audits to identify and resolve discrepancies.
Register and set up payroll in new states to ensure multistate compliance and employment insurance requirements.
Maintain payroll records and employee setup in integrated accounting and HR systems.
Monitor payroll calendars to account for extra pay periods and ensure timely paycheck distribution in accordance with labor laws.
Ensure compliance with federal, state, and local payroll, leave, and tax regulations.
Process payroll for both union and non-union employees on applicable projects.
Ensure payroll data meets certified payroll requirements by applying wage rates and fringe accruals for state and federally funded projects, based on input provided by the labor compliance team.
Audit prevailing wage entries and ensure accurate fringe accruals, including fringe credits and contributions to retirement plans.
Support HR with I-9 verification, E-Verify processing, and employee file maintenance.
Manage time-off accruals, terminations, and final pay processes.
Stay current with payroll, leave and tax laws and regulations to ensure ongoing compliance and efficiency.