Payroll & Benefits Administrator

Payroll & Benefits Administrator – USA (Washington State – Remote)

The Payroll & Benefits Administrator – USA is a 100% remote/work-from-home position based in Washington State and is responsible for the full-cycle administration of payroll, compensation changes, employee benefits, and workforce reporting across multiple U.S. entities.

This role ensures payroll accuracy, regulatory compliance, and the integrity of employee data, while serving as a key liaison between Human Resources, Finance, leadership, vendors, and employees.

The position plays a critical role in maintaining compliance with U.S. federal and state regulations, supporting benefits administration, and ensuring all year‑end and statutory requirements are completed accurately and on time.

• Maintain accurate and up-to-date employee records across HRIS and payroll systems.
• Create and manage job assignments and system updates aligned with organizational changes.
• Monitor timekeeping accuracy and ensure proper tracking of employee status changes.
• Proactively identify discrepancies in recorded hours and collaborate with managers to resolve issues.

• Manage end-to-end payroll processing for all U.S. entities within established deadlines.
• Serve as the primary point of contact for payroll‑related inquiries.
• Process compensation changes, salary increases, time‑off requests, and payroll adjustments accurately and efficiently.
• Prepare payroll journal entries and partner with Finance on reconciliations and reporting inquiries.
• Ensure payroll compliance with federal, state, and local employment regulations.

• Administer salary adjustments and vacation/PTO accruals in accordance with company policy and applicable regulations.
• Manage vacation payouts and final pay calculations upon termination.
• Oversee annual accrual updates and system changes impacting employee entitlements.

• Administer group health insurance, retirement savings (401(k)), and related benefit programs.
• Coordinate employee enrollments, terminations, beneficiary tracking, and benefit updates with external vendors.
• Educate employees on benefit offerings and respond to inquiries.
• Reconcile insurance premiums and ensure timely vendor reporting and payments.
• Maintain accurate benefit documentation and intranet content.

• Prepare and distribute regular payroll, overtime, PTO, and workforce cost reports.
• Provide FTE, headcount, and KPI reporting to leadership and Finance.
• Reconcile payroll and benefit‑related data to ensure accuracy and support cost analysis initiatives.

• Ensure compliance with U.S. payroll tax regulations and employment standards.
• Prepare and submit required year‑end tax documentation (e.g., W‑2, ACA reporting) and investigate discrepancies.
• Coordinate Workers’ Compensation reporting and related filings.
• Ensure required labor law postings and compliance materials are distributed to U.S. sites.
• Stay current on legislative changes impacting payroll and benefits administration.

• Prepare employment letters, contract amendments, and employment verification requests.
• Coordinate offboarding documentation and final payroll processing.
• Support managers in monitoring PTO approvals and entitlement usage.

• 2–4 years of progressive experience in U.S. payroll and benefits administration.
• Post‑secondary education in Payroll, Accounting, Human Resources, or a related field.
• Strong knowledge of U.S. federal and multi‑state payroll regulations, including Washington State requirements.
• Experience managing payroll across multiple sites is preferred.
• Experience with Dayforce HRIS/payroll system is preferred.
• Extremely advanced proficiency in Microsoft Excel, including complex formulas, data analysis, reconciliations, and reporting.
• Strong attention to detail, organizational skills, and ability to meet strict deadlines in a remote work environment.
• High level of discretion and professionalism when handling confidential information.