USA Benefits & Payroll Administrator

AppDirect

23h•$55,000 - $65,000•Remote

About The Position

This role is for a meticulous and proactive payroll and benefits professional who takes full ownership of the employee experience behind the scenes. The ideal candidate thrives in fast-paced, multi-entity environments and brings a combination of technical precision and people-first thinking. This role ensures every employee is paid accurately and on time, and also navigates complex benefits renewals, multi-state compliance requirements, and leave of absence case management. The position requires a high standard of accuracy, confidentiality, and integrity, with an emphasis on taking initiative and driving tasks to completion.

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, and data reconciliation are second nature.
A 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.
Bachelor's degree in Human Resources, Business Administration, Finance, Accounting, or a related field — or equivalent practical experience.

Nice To Haves

FPC, CPP, or CEBS certification is preferred.

Responsibilities

Process and manage end-to-end payroll for multiple US-based entities, including regular, off-cycle, and ad hoc payroll runs.
Ensure accurate calculation of wages, deductions, garnishments, tax withholdings, and all payroll-related transactions.
Manage multi-state payroll tax registrations, closures, filings, and compliance — including SUI and SIT accounts.
Lead year-end payroll activities including W-2 preparation, reconciliation, and distribution.
Serve as the primary liaison with payroll vendors and resolve processing issues in a timely manner.
Audit and maintain payroll records to ensure data integrity across all entities.
Administer all US employee benefit programs including medical, dental, vision, life, disability, FSA/HSA, and 401(k) plans across multiple companies.
Manage the full benefits lifecycle: enrollment, changes, terminations, COBRA, QMCSO, and qualifying life events.
Lead annual open enrollment planning, communication, execution, and post-enrollment reconciliation for all supported entities.
Partner with brokers, carriers, and third-party administrators on plan setup, renewals, billing reconciliation, and issue resolution; negotiate contracts and renewals on behalf of the organization.
Support 401(k) plan administration including audit coordination, compliance testing (ADP/ACP, top-heavy), and Form 5500 filings.
Administer and track employee leaves of absence in compliance with FMLA, ADA, state-specific leave laws, and company policies.
Serve as the primary point of contact for employees, managers, and vendors on leave eligibility, documentation requirements, timelines, and status updates.
Coordinate leave-related pay, benefits continuation, and return-to-work processes.
Partner with managers and HR Business Partners to ensure a smooth, supportive experience throughout the leave lifecycle.
Maintain accurate, confidential leave records and reporting in HRIS and case management systems.
Stay current on federal, state, and local payroll and benefits regulations (FLSA, ERISA, ACA, COBRA, HIPAA).
Ensure timely and accurate compliance filings including ACA reporting (1094-C/1095-C), EEO-1, and state-specific requirements.
Generate and analyze payroll and benefits reports to support audits, budgeting, and leadership decision-making.
Support due diligence and integration activities related to newly acquired entities.
Identify opportunities to streamline payroll and benefits processes, increase automation, and enhance the employee experience.
Partner with Finance, Legal, and People Operations to ensure alignment on compensation, benefits, and compliance matters.
Maintain clear, up-to-date process documentation and SOPs.
Contribute to payroll and benefits projects and initiatives as needed.