Payroll & Stock Plan Administration Manager

Carlsmed • Carlsbad, CA

1d

About The Position

As Payroll & Stock Plan Administration Manager , you will be responsible for the administration, compliance, and operational execution of Carlsmed’s payroll and equity compensation programs in a newly public company environment. This role plays a critical part in ensuring accurate payroll processing, timely execution of equity transactions, and compliance with tax, regulatory, and plan requirements. This position requires a highly organized and experienced professional who can operate with a high degree of independence while maintaining strong internal controls and audit-ready processes. The ideal candidate is proactive, detail-oriented, and comfortable managing recurring deadlines while partnering cross-functionally with Accounting, HR, Legal, Payroll providers, and external service partners. This role owns employee payroll operations, executive and Board equity administration, and public-company reporting obligations while helping scale payroll and equity processes as the Company continues to grow.

Requirements

• 6-10 years of experience in payroll administration, stock plan administration, or related accounting/finance roles
• Strong, hands-on experience with multi-state (especially California) pay laws and regulations, including wage and hour requirements and pay reporting obligations.
• Experience managing multi-state payroll in a mid-sized or high-growth company environment
• Hands-on experience administering equity compensation programs, including stock options, RSUs, and/or ESPP
• Experience working with equity administration platforms (e.g., Fidelity, Computershare, Shareworks, Carta)
• Working knowledge of payroll tax regulations, equity-related tax reporting requirements, and public-company compliance standards
• Knowledge of GAAP and familiarity with stock-based compensation accounting concepts and supporting public-company close processes
• Strong attention to detail with the ability to manage highly sensitive and confidential information and ability to work independently while partnering cross-functionally in a fast-paced, deadline-driven environment
• Experience supporting HRIS or payroll system implementations, upgrades, or integrations preferred.
• Working knowledge of payroll-related benefits administration, including 401(k) contribution processing and reconciliations.
• Strong analytical and problem-solving skills
• Excellent verbal and written communication skills with ability to build relationships across functions
• Ability to perform high quality work with speed
• Excellent attention to detail, organizational, and problem-solving skills
• Highly organized with strong time management skills and the ability to manage multiple priorities simultaneously
• Proficiency in equity administration platforms and related reporting tools
• Advanced Excel skills, including pivot tables, lookups, and data validation
• Experience working with HRIS and payroll systems (e.g., ADP, Workday, UKG, or similar).
• Understanding of payroll-related benefits processing including retirement plan contributions and deductions.
• Ability to handle sensitive and confidential information with discretion and professionalism

Responsibilities

• Manage end-to-end payroll operations, ensuring accurate and timely processing of multi-state payroll in compliance with company policies, tax regulations, and internal controls.
• Work in partnership with HR to ensure system synchronization and data accuracy across payroll, HR and equity platforms, supporting strong internal controls, audit readiness, and compliance.
• Partner with HR to meet all regulatory deadlines, including EEO-1 and California Pay Data Reporting, ensuring accuracy, completeness, and compliance with applicable requirements.
• Administer equity compensation programs, including stock options, RSUs, and ESPP, ensuring accurate and timely processing of grants, vesting, exercises, issuances, forfeitures, and transfers.
• Prepare and validate payroll inputs including non-exempt timecards, compensation changes, bonuses, commissions, and equity-related payroll events, ensuring proper approvals and reconciliation with HR systems.
• Reconcile payroll, equity transactions and related general ledger accounts and resolve discrepancies between payroll providers, equity platforms and internal records.
• Support stock-based compensation accounting and payroll-related accounting by preparing supporting schedules and documentation for month-end, quarter-end, and year-end close processes.
• Ensure compliance with payroll tax requirements and equity-related tax reporting, including coordination of Forms 3921, 3922, 6039 reporting, and applicable payroll withholding for equity events.
• Manage ESPP deduction and refund transactions, including enrollments, contribution changes, offering rollovers, purchase activity, and disposition reporting.
• Prepare and support required equity-related tax and regulatory filings, including Forms 3921, 3922, 6039 reporting, and applicable 1099 reporting.
• Serve as the primary point of contact for employee payroll and equity inquiries, providing guidance and education while managing payroll and stock plan communications.
• Partner cross-functionally with HR, Legal, Payroll, Finance, and external service providers to ensure compliant, audit-ready equity administration and documentation.
• Create and maintain desktop procedures and Standard Operating Procedures (SOPs) for payroll and stock plan administration processes, ensuring documentation supports internal controls and audit readiness.
• Contribute to general accounting responsibilities as needed, including balance sheet reconciliations and audit schedules.
• Support payroll and HRIS system enhancements or implementations, including testing, data validation, and coordination with HR, Finance, and external vendors to ensure accurate payroll and equity integrations.
• Coordinate with HR and benefits providers to support payroll-related benefits administration, including 401(k) contributions, reconciliations, and compliance with plan requirements.

Benefits

• We are pleased to provide a competitive salary and benefits.
• Our benefits reflect our investment in the overall health and well-being of our employees and their families. including paying 100% of monthly healthcare, dental & vision insurance premiums, a 401(k) plan with employer matching and unlimited PTO.

What This Job Offers

• Job Type: Full-time
• Career Level: Manager
• Education Level: No Education Listed