Family Office – Payroll Manager

Overview

The Payroll Specialist will serve as the dedicated subject matter expert supporting payroll operations for Multi Family Office. This role provides high touch service across complex, multi-state payrolls for a diverse set of clients, including high net-worth families, athletes, and their related entities. The ideal candidate brings strong technical payroll knowledge, expertise in multi-state compliance, and the ability to manage sensitive client and employee matters with discretion and professionalism.

• Payroll Administration
• Manage end-to-end payroll processing for clients across multiple states and entity types (LLCs, S Corps, household employees, foundations, and operating companies).
• Coordinate all routine payroll functions including onboarding, offboarding, salary changes, bonuses, overtime, reimbursements, and pay adjustments.
• Register new states for state unemployment insurance (SUI) and state/local tax withholding as clients expand into new jurisdictions.
• Manage employees who relocate or work across states mid-year, ensuring accurate multi-state withholding, registration updates, and compliance.
• Monitor and apply minimum wage changes, state labor law updates, and shifting regulatory requirements across jurisdictions.
• Liaise with payroll vendors to resolve issues, complete registrations, and ensure payroll accuracy.
• Oversee setup and maintenance of multi-state compliance including unemployment insurance, paid family leave, and local tax requirements.
• Ensure accurate tax setup, payroll configuration, and compliance when employees change residency or work locations.

• Maintain ongoing compliance with federal, state, and municipal wage and labor regulations.
• Prepare and distribute all Department of Labor–required notices and communications.
• Manage mandated with holdings, including child support, alimony, and wage garnishments.
• Support and coordinate workers’ compensation claims, audits, and renewals.
• Administer COBRA notices and premium tracking for terminated employees.
• Ensure all mandatory harassment training and other compliance programs are completed and documented.

• Coordinate with clients and insurance brokers to set up, maintain, and terminate group benefit plans.
• Administer 401(k) plans, including payroll integration, eligibility tracking, and year-end processes.
• Lead annual healthcare open enrollment, including benefit comparison, communication, and tracking employee submissions.

• Research and respond to payroll-tax-specific questions from clients and employees.
• Support hiring processes at client request, including coordinating interviews and onboarding documentation.
• Assist in termination/separation processes, including direct employee communication or in-person attendance when requested by clients.
• Prepare employment agreements, confidentiality agreements, handbooks, and severance documents in coordination with HR or legal advisors.

• Conduct compensation and pay analyses including YOY changes, overtime trends, and bonus history.
• Perform market-rate benchmarking by position or geography.
• Support year-end payroll processes including reconciliation and SEP contribution processing.
• Prepare payroll-related reports for Wealth Planners, Tax teams, and Client Advisors.

• Identify and evaluate alternative payroll providers for service improvement and operational efficiency.
• Improve documentation, onboarding/offboarding workflows, and payroll processes across PCFO and MFO teams.

Required

• 10+ years of payroll administration experience, preferably in a multi-state or client-service environment.
• Strong knowledge of federal, state, and local payroll regulations.
• Experience with various payroll platforms.
• High level of discretion with sensitive financial and employee information.
• Excellent communication skills and a proactive, client-service mindset.
• Ability to manage competing deadlines across multiple clients and entities.

Preferred

• Experience working with high-net-worth families, athletes, entertainers, or household employees.
• Familiarity…