Payroll and Benefits Manager at Petfolk

Location: Remote (Applicants must reside in one of the following states: AZ, FL, GA, KS, NC, NJ, NY, SC, TN, or TX)
Reports to: Human Resources Director
FLSA Status: Exempt

JOB SUMMARY:
We are seeking a detail-oriented and experienced Payroll and Benefits Manager to manage and optimize our payroll and employee benefits processes. This role plays a critical part in ensuring our employees are paid accurately and on time, and that our benefits programs are administered smoothly and compliantly. As an individual contributor, the Payroll & Benefits Manager must be hands-on, adapt quickly to change, and have the ability to work well in a fast-paced dynamic environment. The ideal candidate will bring deep expertise in payroll processing, benefits administration, and HR systems — with a strong preference for experience using Rippling or UKG.

ESSENTIAL DUTIES & RESPONSIBILITIES:

Payroll Administration:
-Process end-to-end bi-weekly and semi-monthly payroll for 350+ employees across 35+ locations, multiple states, and legal entities, ensuring accuracy, timeliness, and compliance.
-Ensure proper calculation and processing of salaries, adjustments, bonuses, overtime, leave usage, garnishments, and other deductions.
-Validate and reconcile payroll prior to submission, including review of time reports, earnings, and deductions.
-Ensure compliance with all federal, state, and local payroll, wage, and hour laws.
-Set up and manage State Income Tax (SIT) and State Unemployment Insurance (SUI) accounts for new states as the company expands.
-Prepare and file quarterly and annual payroll tax returns, including W-2s, 1099s, and other required documentation.
-Maintain compliance for all payroll processes and support internal and external audits.
-Manage payroll operations including general ledger mapping, reconciliations, tax reporting, and quarter/year-end close activities.
-Serve as the primary payroll expert with strong knowledge of payroll systems, tax compliance, GL integration, and error resolution.
-Develop, implement, and maintain payroll policies and procedures, identifying areas for process improvement and automation.
-Act as the main point of contact for employee payroll inquiries, providing prompt and accurate support.
-Collaborate with HR, Finance, and other departments to ensure employee data changes are reflected accurately in payroll (e.g., new hires, terminations, salary changes).
-Partner with Finance and Accounting teams on audits, reconciliations, and payroll-related reporting.
-Benefits Administration: Administer a full range of employee benefits programs including medical, dental, vision, life insurance, disability, COBRA, FMLA/LOA, HSA/FSA, and tuition reimbursement.

Benefits Administration:
-Serve as the primary contact for benefits-related questions, ensuring accurate and timely resolution for employees.
-Ensure new hires are enrolled in benefits plans on a timely basis; follow up as needed
-Maintain database to ensure benefit additions, changes and terminations are processed by insurance carriers
-Oversee day-to-day 401(k) administration including enrollments, rollovers, distributions, loans, hardship withdrawals, and compliance testing.
-Partner with plan providers and third-party administrators to ensure fiduciary responsibilities are met, annual discrimination testing and audits are completed, and required government filings are submitted on time.
-Serve as liaison between the company and benefits vendors, brokers, and third-party administrators.
-Ensure compliance with all applicable federal and state regulations including ERISA, HIPAA, COBRA, ACA, and IRS requirements.
-Supports the annual open enrollment process, including system configuration, employee education, and communication efforts.
-Collect and reconcile benefits data for monthly invoicing.
-Coordinate the review and payment of administrative fees and premium invoices for all group plans.

COMPETENCIES:
-Strong knowledge of payroll and benefits regulations, including FLSA, ACA, COBRA, and ERISA
-Experience evaluating and improving payroll workflows, systems, and technology to enhance accuracy and scalability
-Significant experience administering employee benefits, including managing payroll feeds, reconciling deductions, and coordinating across multiple carriers and retirement plan record-keepers
-Advanced proficiency in Microsoft Excel and other data analysis tools
-Highly proactive and analytical with strong attention to detail
-Ability to handle confidential information with discretion and professionalism
-Excellent interpersonal, written, and verbal communication skills
-Ability to work well independently and collaboratively within a team environment

EDUCATION AND EXPERIENCE:
-BA/BS in Human Resources, Finance, Accounting, Business, or a related field
-5+ years of experience in payroll processing and benefits administration, preferably in a multi-state, multi-entity environment
-Experience with payroll software and HRIS systems (Rippling or UKG strongly preferred)

WORK ENVIRONMENT:
-This job will be 100% remote.
-Requires a dedicated workspace with reliable internet access. 
-While the position is remote, it involves regular virtual communication through video conferencing, email, and other collaborative tools. 

TRAVEL REQUIRED:
-This position requires minimal travel, up to 10%, to our headquarters office for in-person meetings and to our pet care centers in order to familiarize yourself with projects and ensure timelines are met. 

PHYSICAL REQUIREMENTS: 
-Ability to remain in a stationary position for extended periods while using a computer.