Payroll Coordinator

Company Overview

Established in 1929, Heinen’s is a leading, family-owned grocery retailer known for its premium-quality products and outstanding customer service. Now in its fourth generation of family leadership, Heinen’s operates 24 locations – 19 in the Cleveland, Ohio area and 5 in the Chicago, Illinois market – supported by two distribution warehouses, a food production facility, and a corporate office located in Warrensville Heights, Ohio.

Our culture is rooted in an associate-first philosophy, placing a strong emphasis on the well-being, development, and quality of life of every team member. We offer competitive compensation, professional development and leadership training programs, paid time off, and flexible scheduling designed to promote a healthy work-life balance.

Job Summary

The Payroll Coordinator is an integral member of Heinen’s payroll team, responsible for ensuring the timely and accurate processing of payroll for all associates. This role requires strict adherence to federal, state, and local regulations, as well as the highest standards of confidentiality and integrity in handling sensitive employee information.

Key Responsibilities

• Plan, organize, and oversee all activities related to weekly and bi-weekly payroll processing.
• Accurately finalize and submit weekly non-exempt and bi-weekly exempt payrolls through the ADP HR management system.
• Review payroll, timekeeping, and attendance data to ensure accurate preparation and submission.
• Investigate and resolve payroll discrepancies, calculation issues, or submission errors, ensuring timely resolutions.
• Manage WOTC submissions and Union Health & Welfare billing.
• Maintain accurate associate records, including new hires, rehires, terminations, and status changes (e.g., position, department, location, rate, union affiliation).
• Oversee payroll reporting and conduct regular audits to ensure accuracy and compliance.
• Ensure proper calculation and remittance of federal, state, and local taxes; Social Security contributions; benefit deductions; garnishments; and other payroll-related items.
• Prepare and remit retirement plan files to applicable providers.
• Respond promptly and professionally to associate inquiries regarding payroll matters, including paycheck accuracy, deductions, direct deposits, and leave accruals.

Qualifications

• High school diploma or equivalent required, bachelor’s degree in business, accounting, or a related field preferred.
• Minimum of 2 years’ payroll experience required; experience with ADP strongly preferred.
• Prior experience working with labor unions is desirable.
• Strong mathematical, analytical, and problem-solving skills.
• Excellent organizational skills and attention to detail, with the ability to manage multiple priorities in a fast-paced environment.
• Strong written and verbal communication skills, with the ability to interact effectively across all levels of the organization.
• Proficiency in Microsoft 365 applications, including Outlook, Word, Excel, PowerPoint, OneDrive, SharePoint, and Teams.
• Ability to build and maintain collaborative working relationships across departments.
• Demonstrated professionalism, discretion, and sound judgment, with a strong commitment to maintaining confidentiality.
• In-depth knowledge of payroll administration, including applicable laws and regulations, particularly in Ohio and Illinois.
• Ability to provide ongoing payroll support to Chicago-based facilities remotely.

Heinen’s, Inc. provides equal employment opportunity to all persons regardless of age, color, national origin, citizenship status, physical or mental disability, race, religion, creed, gender, sex, sexual orientation, gender identity and/or expression, genetic information, marital status, veteran status, or any other characteristic protected by federal, state, or local law.