USA Benefits & Payroll Administrator

Overview

This is a fully remote position.

The organization provides human resources and payroll services, including multi-entity and multi-state payroll and benefits administration. The USA Benefits & Payroll Administrator role supports accurate, timely payroll processing and comprehensive administration of employee benefits across multiple U.S. entities, with a focus on compliance, confidentiality, and regulatory adherence.

Responsibilities

• Process and manage end-to-end payroll for multiple U.S.-based entities, including regular, off-cycle, and ad hoc payroll runs
• Ensure accurate calculation of wages, deductions, garnishments, tax withholdings, and related transactions
• Manage multi-state payroll tax registrations, closures, filings, and compliance
• Lead year-end payroll activities, including W-2 preparation, reconciliation, and distribution
• Liaise with payroll vendors and resolve processing issues promptly
• Audit and maintain payroll records to ensure data integrity
• Administer U.S. employee benefit programs including medical, dental, vision, life, disability, FSA/HSA, and 401(k) plans
• Manage the benefits lifecycle: enrollment, changes, terminations, COBRA, QMCSO, and qualifying life events
• Lead annual open enrollment planning, communication, execution, and reconciliation
• Partner with brokers, carriers, and third-party administrators on plan setup, renewals, billing, and contract negotiations
• Support 401(k) plan administration, including audit coordination, compliance testing, and filings
• Administer and track leaves of absence in compliance with relevant laws and company policies
• Serve as primary contact for leave-related inquiries and processes
• Coordinate leave-related pay, benefits continuation, and return-to-work activities
• Maintain accurate, confidential leave records and reporting
• Stay current on payroll and benefits regulations and ensure compliance filings
• Generate and analyze payroll and benefits reports for audits and decision-making
• Support due diligence and integration for newly acquired entities
• Identify and implement process improvements and increased automation
• Collaborate with Finance, Legal, and People Operations on compensation, benefits, and compliance
• Maintain clear process documentation and contribute to projects as needed

Requirements

• 3–5+ years of experience in U.S. payroll processing and benefits administration in multi-state, multi-entity environments
• Strong knowledge of federal and state payroll tax regulations and benefits compliance, including ERISA, ACA, COBRA, FMLA, and 401(k)
• Experience with HRIS and payroll platforms such as ADP, Paylocity, Gusto, Rippling, or similar
• Advanced proficiency in Excel or Google Sheets, including VLOOKUPs and pivot tables
• Demonstrated discretion and integrity when handling sensitive data
• Strong communication skills for explaining complex topics to diverse audiences
• Preferred certifications: FPC, CPP, or CEBS
• Bachelor’s degree in Human Resources, Business Administration, Finance, Accounting, or related field, or equivalent experience

Compensation & Benefits

• The pay range and compensation package for this role will be determined based on the candidate's experience, skills, and other relevant factors.

Location

• Fully remote