Operations and Payroll Specialist

Position Summary

The Operations and Payroll Specialist is responsible for ensuring the accurate and timely processing of payroll and administration of employee benefits programs for a multi-state, hourly and salaried workforce. This role requires deep functional knowledge, meticulous attention to detail, and a strong sense of accountability. This individual proactively identifies opportunities to improve and modernize processes, leveraging technology, automation, and AI where possible. The role partners closely with HR, Finance, and external vendors to ensure compliance, enhance the employee experience, and deliver seamless operations

Key Responsibilities

Payroll Administration

Own the end-to-end payroll process including data collection, validation, processing, reconciliation, and disbursement for multiple states

• Ensure timely and accurate execution of bi-weekly payroll cycles with accuracy and adherence to deadlines
• Partner with HR and managers to review timekeeping data and resolve discrepancies quickly
• Maintain payroll records and generate reports for Finance, Compliance, and audit purposes
• Drive continuous improvements and automation efforts to reduce manual work and increase efficiency, including use of AI-based tools
• Manage full-cycle payroll operations including bi-weekly uploads from F&B systems (e.g., Toast), garnishments, child support, terminations, and final pay.
• Ensure compliance and accuracy by auditing time & labor data, resolving discrepancies, handling check corrections, managing tax setups, year-end reporting, and responding to employee payroll inquiries.
• Generate and reconcile reports including payroll, general ledger, Paylocity audits, BLS, WOTC, and employment verifications in coordination with Accounting and HR

Benefits Administration

Support benefit program administration including medical, dental, vision, 401(k), life insurance, COBRA, and wellness programs

• Serve as point of contact for benefits-related inquiries from employees and vendors with fast and clear responses
• Support open enrollment and benefits education sessions, improving understanding and utilization of programs
• Reconcile monthly benefit invoices and ensure timely vendor payments
• Work with brokers, carriers, and internal teams to implement process improvements and resolve issues proactively

Compliance & Reporting

Ensure compliance with all federal, state, and local regulations related to payroll and benefits (e.g., FLSA, ACA, ERISA)

• Assist with internal and external audits, ensuring documentation is current and accurate
• Maintain up-to-date knowledge of relevant laws and regulations; recommend policy changes as needed
• Prepare and file required reports such as 941s, W-2s, 1095-Cs, and others accurately and on time

Process Optimization & Technology

Identify and implement new technologies or AI-driven solutions to enhance accuracy, automation, and data insights

• Document and continuously improve workflows to create scalable and modern processes
• Support the transition and integration of new payroll or benefits systems if applicable
• Collaborate with HRIS, IT, and vendors to troubleshoot system issues and drive user adoption

Employee Support & Communication

• Deliver timely, accurate, and respectful support to employees on all payroll and benefits matters
• Create and maintain documentation and FAQs that improve employee self-service and reduce inquiry volume
• Support training efforts related to payroll/benefits for new hires and managers
• Act as a trusted partner in moments that matter—onboarding, life events, and transitions—ensuring a positive employee experience

Qualifications

7 years of experience in payroll and/or benefits administration, preferably in a multi-state environment

• Proven expertise in payroll systems (e.g., ADP, Paylocity, Workday) and benefits platforms
• Strong knowledge of federal and state payroll, tax, and benefits regulations
• Exceptional attention to detail and commitment to accuracy and confidentiality
• Comfortable working with data, reports, and technology to optimize processes
• Excellent interpersonal and communication skills

Preferred Qualifications

Bachelor’s degree in Human Resources, Accounting, Business, or related field

• Experience working with AI tools, robotic process automation, or modern HR tech stacks
• Prior experience in hospitality, entertainment, retail, or multi-unit field-based organizations
• FPC/CPP or CEBS certification preferred

Core Competencies

Accuracy & Accountability: Delivers precise results and takes full ownership of work

• Technology Fluency: Embraces technology, data, and AI to improve workflows
• Employee-Centric: Prioritizes employee experience, especially in sensitive and personal areas
• Proactive Problem Solver: Anticipates issues and takes initiative to improve processes
• Confidentiality & Integrity: Maintains the highest standards of privacy and ethics