Payroll/Benefits Coordinator

Job Description

The Payroll and Benefits Coordinator plays a key role in supporting our HR operations within a fast-paced motorsports organization, with primary ownership of payroll processing, timekeeping administration, and employee benefits support. This position is responsible for accurate, compliant payroll processing using ADP Workforce Now, administering timekeeping, and providing employee benefits support (enrollments, changes, open enrollment, and carrier coordination). The role partners closely with HR and Accounting to maintain clean employee records, ensure benefit deductions and related reconciliations are accurate, and deliver responsive employee support. This role does not include broad HR Generalist responsibilities such as employee relations, performance management, or talent acquisition leadership.

Key Responsibilities:

Payroll & Timekeeping

 - Process accurate and timely payroll using ADP Workforce Now, including validation of hours, earnings, deductions, reimbursements, and one-time adjustments.
 - Perform pre- and post-payroll audits to ensure accuracy; research and resolve discrepancies and employee payroll inquiries promptly and professionally.
 - Maintain and audit timekeeping records; ensure proper approvals for time off/attendance and reconcile missed punches, exceptions, and schedule variances as needed.
 - Ensure payroll and timekeeping compliance with all federal, state, and local requirements and internal policies; maintain documentation and audit-ready records.
 - Coordinate and reconcile benefit-related payroll deductions in partnership with benefits administration; ensure deduction changes are implemented accurately and on time.
 - Prepare and distribute payroll reports and support routine reporting needs (e.g., labor summaries, overtime tracking, and ad hoc requests).
 - Support year-end processing including W-2 activities and responding to payroll/tax notices in coordination with ADP and internal stakeholders.

Benefits Administration & Payroll Support

 - Serve as the primary point of contact for employee questions regarding payroll and benefits (plan options, eligibility, deductions, and enrollment changes).
 - Support benefits administration activities including new hire enrollments, qualifying life event changes, terminations, and ongoing employee updates in ADP and/or vendor portals.
 - Assist with annual open enrollment: prepare employee communications, coordinate deadlines, help audit elections, and support issue resolution with carriers/vendors.
 - Maintain accurate benefits eligibility and employee contribution deductions; partner with payroll to ensure deduction changes are set up, updated, and reconciled appropriately.
 - Support benefits billing and carrier/vendor reconciliation as needed (e.g., compare invoices to enrollment/deduction records and coordinate corrections).
 - Coordinate and track leave and related benefit impacts (as applicable), ensuring timely updates to employee status and communications.
 - Maintain complete and accurate employee records—both electronic (ADP/SharePoint) and physical—including benefits-related documentation and required forms.
 - Support employee lifecycle administration, including onboarding, employee changes, and offboarding documentation and system updates.

Qualifications:

 - Associate’s or Bachelor’s degree in Accounting, Finance, Human Resources, Business Administration, or related field.
 - 5+ years of hands-on, end-to-end payroll processing experience (including audits/reconciliations) and timekeeping administration; ADP Workforce Now experience strongly preferred.
 - Demonstrated experience administering employee benefits (enrollments, qualifying life events, terminations, open enrollment support) and ensuring accurate benefit deductions in payroll.
 - Strong attention to detail with the ability to work confidentially and accurately with sensitive data; high level of discretion and integrity.
 - Strong Excel and reporting skills; comfortable producing routine and ad hoc payroll/benefits reports and supporting audits/compliance requests.
 - Strong organizational and communication skills with a service-oriented approach to employee support.
 
Preferred:
 - Experience supporting payroll-to-GL processes (e.g., payroll register reviews, GL exports, journal entry support, or account reconciliations).
 - Experience with benefits carrier billing/invoice reconciliation and resolving eligibility/enrollment discrepancies.
 - Multi-state payroll exposure and experience responding to payroll/tax notices.
 - CPP, FPC, or equivalent payroll certification.

Work Environment:

This is an on-site position at our motorsports facility. The work is primarily performed in an office/administrative setting and requires the ability to maintain focus and accuracy while meeting firm payroll and benefits deadlines. The role partners closely with HR, Accounting, and employees across the organization in a fast-paced, team-oriented environment. Occasional extended hours may be required during peak periods such as payroll processing cycles, month-end/year-end activities, or open enrollment.