Internal Payroll Coordinator

This is a fully remote position, open to applicants in United States.

📋 Description

• Oversee and manage the payroll process on behalf of the company.

• Act as the main operational liaison between internal teams and the external payroll service provider.

• Facilitate the entire U.S. payroll cycle, which includes preparation, validation, coordination of processing, execution of payments, reconciliation, reporting, and resolution of issues.

• Maintain and organize payroll-related information for employees and workers.

• Gather and verify time, attendance, changes in pay, bonuses, reimbursements, deductions, tax details, and payroll modifications.

• Follow up with supervisors and internal teams to ensure that payroll data is complete and approved.

• Submit precise and authorized payroll information by established deadlines.

• Collaborate with the external payroll provider throughout each payroll cycle.

• Review preliminary payroll reports to identify errors, missing employees, unusual amounts, tax withholding issues, and other discrepancies.

• Manage corrections and prepare payroll for approval from authorized management.

• Monitor the execution of payroll and confirm that approved payroll has been successfully processed.

• Review and address issues related to failed, rejected, delayed, or incorrect payments.

• Reconcile completed payroll with approved source information and provider reports.

• Maintain payroll reports, approvals, reconciliation records, and relevant documentation.

• Address payroll-related inquiries from employees and workers.

• Assist with payroll accounting, reporting, periodic documentation, and improvements to processes.

⛳️ Requirements

• Proven hands-on experience in processing or coordinating U.S. payroll is essential.

• Familiarity with U.S. federal, state, and local payroll tax withholding regulations.

• Practical experience in reviewing payroll data, deductions, adjustments, tax withholdings, payroll reports, and payment outcomes.

• Experience in identifying and rectifying payroll discrepancies or coordinating corrections with a payroll provider.

• Background in working with a third-party payroll provider or payroll processing system.

• Strong numerical accuracy and meticulous attention to detail.

• Capability to review payroll data and pinpoint missing, inconsistent, or unusual information.

• Excellent organizational, reconciliation, and problem-solving abilities.

• Ability to manage recurring payroll deadlines and follow up on pending requirements.

• Strong written and verbal communication skills in English.

• Proficient in coordinating professionally with employees, managers, internal departments, and external service providers.

• Responsible handling of confidential payroll, compensation, banking, tax, and employee information.

• Ability to work independently in a structured remote setup.

• Comfortable with Microsoft Outlook, OneDrive, Microsoft 365/Office applications, spreadsheets, online collaboration tools, and payroll, timekeeping, or accounting systems.

• General accounting, finance administration, or data-entry experience alone does not meet the minimum qualifications unless the candidate also possesses hands-on U.S. payroll experience.

• Preferred educational background in Accounting, Finance, Business Administration, or a related field.

• Experience supporting U.S. payroll for a distributed or remote workforce is preferred.

• Familiarity with payroll reconciliation, payroll reports, tax withholding, and financial documentation is preferred.

• Experience managing high-volume employee or worker records is preferred.

• Experience using payroll, timekeeping, accounting, or financial systems is preferred.

🏝️ Benefits

• Fully remote work environment.

• Well-structured payroll processes with clearly defined responsibilities.

• Long-term career opportunity within a growing organization.

• Exposure to accounting, payroll controls, reconciliation, and financial operations.

• Opportunity to engage with the full U.S. payroll cycle and leverage existing payroll expertise.

• Collaboration with Accounting, HR, Operations, Management, and external payroll providers.