Payroll and Workforce Operations Manager

ESHYFT; New Jersey; Hybrid; USD 100,000 - 130,000; Full time

Benefits offered by this job

Health Insurance

Vision Insurance

Life Insurance

Pet Insurance

401k with employer match

Job summary

ESHYFT seeks a Payroll and Workforce Operations Manager to lead high-volume payroll, clinician-payments, timekeeping, and workforce-operations across thousands of clinicians. You will ensure accuracy, funding readiness, and a smooth handoff to Accounting.

This leadership role requires coordinating with Finance, HR, Operations, Billing, and vendor partners, establishing SOPs, and driving continuous improvement while safeguarding data and compliance.

Qualifications

• 7+ years of progressive payroll or high-volume financial operations experience.
• Experience leading multi-state W-2 payroll and 1099 contractor payments.
• Knowledge of payroll taxes, wage and hour rules, and year-end reporting.
• Experience with payroll platforms, ERP systems, and data analytics tools.
• Bachelor’s degree in accounting/finance/business; CPA/CPP is a plus.

Responsibilities

• Oversee weekly W-2 payroll and 1099 payments including cutoffs, approvals, funding, and closeout.
• Manage timekeeping, billing support, and exception handling to ensure accuracy.
• Maintain controls, coverage, and documented procedures; train backups.
• Coordinate with Billing, AR, HR, and facilities to resolve issues and preserve audit trails.
• Lead onshore and offshore payroll teams; drive continuous improvement.
• Deliver cycle-close package to Accounting within three business days.

Skills

Payroll leadership

W-2 & 1099 knowledge

Timekeeping

ERP systems

Excel / data tools

Education

Bachelor’s degree in accounting/finance or related field

Tools

Payroll platforms

Power Query / SQL

ERP systems

Job description

Nearly 1.3 million Americans are residents of nursing homes, they depend on nursing staff for basic needs. Currently, 99% of nursing homes in the US are facing nursing shortages, which means residents may not receive adequate care.

We’re on a mission to provide health care to the most vulnerable by connecting nurses to healthcare facilities. We’re a technology company that strives to empower nurses by offering flexibility and control over when and where they work, along with higher wages. Through our mobile apps, our community of qualified nurses provide much-needed staff for short-staffed facilities.

Job Summary

The Payroll and Workforce Operations Manager leads ESHYFT’s high-volume payroll, clinician-payment, timekeeping, and workforce-operations function supporting approximately 4,000 independent-contractor clinicians and 500 W-2 clinicians. This role is accountable for accurate and timely execution, funding readiness, exception resolution, operational compliance, team performance, and a complete cycle-close handoff to Accounting.

Job Responsibilities

Payroll and Workforce Payment Operations

• Own the master calendar and controlled execution for weekly W-2 clinician payroll, 1099 clinician payments including cutoffs, validation and approval checkpoints, funding deadlines, release readiness, settlement confirmation, and closeout.
• Direct pre-payroll controls over hours, rates, differentials, overtime, deductions, reimbursements, taxes, and adjustments; reject incomplete or unsupported inputs before release.
• Oversee Instant Pay and standard payouts, including eligibility, duplicate prevention, rejects, retries, manual and out-of-cycle payments, and processor or system incidents.
• Maintain documented continuity procedures, trained backups, and appropriate weekend, holiday, and payroll-critical coverage.

Timekeeping, Billing Support, and Exceptions

• Own queues for missed punches, incomplete or disputed timecards, facility approvals, clinician inquiries, pay discrepancies, off-platform work, inactive-facility activity, and unapproved rates.
• Set service levels, daily work assignments, aging thresholds, quality reviews, and escalation protocols for all payroll and workforce-operations queues.
• Coordinate with clinicians, facilities, Operations, Customer Support, and Human Resources to resolve issues promptly, preserve the audit trail, and eliminate recurring failure points.
• Partner with Billing and Accounts Receivable to resolve payroll and timekeeping-related billing exceptions, including hours, rates, approvals, disputes, adjustments, and supporting documentation.
• Cross-train as designated backup for routine credit and collections coverage during staff absences or other approved coverage periods, including declined or returned payment follow-up, payment-status outreach, account documentation, queue triage, and escalation. Billing and Accounts Receivable retain primary ownership; credit decisions, terms, write-offs, settlements, and deactivation remain with authorized Finance leadership.

Funding, Controls, and Accounting Handoff

• Prepare daily and weekly funding forecasts, deliver documented needs to leadership by cutoff, monitor processor balances and settlement timing, and immediately elevate projected shortfalls or abnormal activity.
• Maintain segregation of duties: the Manager may prepare, validate, and recommend funding requirements but may not independently create and release the same bank or wire transaction.
• Complete source-level validation and deliver Accounting a complete cycle-close package within three business days, including payroll registers, contractor-payment files, timekeeping support, funding approvals, settlement support, approval evidence, and the final exception log.

Compliance, Team Leadership, and Operating Discipline

• Oversee operational compliance for multi-state W-2 payroll and 1099 reporting, including wage and hour requirements, deductions, garnishments, payroll taxes, state programs, and year-end forms.
• Coordinate unemployment, disability, leave, workers’ compensation, and other assigned workforce matters with clear ownership between Payroll and Human Resources; protect sensitive data and support audits, notices, and regulatory inquiries.
• Lead the onshore and offshore team with clear roles, daily expectations, measurable service and quality standards, coaching, and individual accountability.
• Create, document, implement, and continuously improve SOPs, control checklists, coverage matrices, and cross-training for all payroll and workforce operations; train the team, monitor adherence, and elevate capacity or control risks before payroll delivery is affected.
• Immediately elevate suspected fraud, data compromise, regulatory exposure, material overpayment or underpayment, funding risk, or a potential missed payroll.

Systems, Data, and Continuous Improvement

• Own functional requirements, user-acceptance testing, control validation, and operational adoption for payroll, timekeeping, scheduling, payment, ERP, and related implementations, migrations, and system changes.
• Use dashboards, Excel, and approved data tools to manage accuracy, exception aging, payment status, funding readiness, Accounting-handoff timeliness, service levels, and root-cause trends.
• Partner with Product, Information Technology, Data, Finance, Human Resources, and vendors to automate work, strengthen controls and data integrity, and reduce manual adjustments.
• Lead post-incident and vendor-performance reviews, drive corrective actions to completion, and provide the CFO concise reporting and early warning of material risk.
• Perform related ad hoc duties and special projects as assigned by the CFO.

Qualifications

• 7 or more years of progressively responsible payroll, workforce-payment, or comparable high-volume financial-operations experience, including at least three years leading teams.
• Demonstrated ownership of multi-state W-2 payroll and 1099 contractor-payment operations; experience in healthcare staffing, workforce marketplaces, or another high-volume, time-sensitive environment is strongly preferred.
• Working knowledge of payroll taxes, wage and hour requirements, overtime, deductions, garnishments, unemployment, paid leave, year-end reporting, and payroll audit support.
• Experience with payroll and timekeeping platforms, instant-pay or payment processors, banking interfaces, ERP systems, implementations, and advanced Excel; Power Query, SQL, or business-intelligence experience is preferred.
• Bachelor’s degree in accounting, finance, business, human resources, or a related field is preferred; Certified Payroll Professional designation is a plus.
• Ownership and urgency: Closes loops, protects pay deadlines, and escalates material risk early.
• Control judgment: Balances speed with validation, documented approvals, security, and segregation of duties.
• Data fluency: Uses evidence, trend analysis, and measurable service levels to manage performance.
• People leadership: Sets clear expectations, coaches directly, and builds accountable teams with reliable coverage.
• Cross-functional leadership: Establishes facts quickly, communicates clearly, and drives coordinated resolution and prevention.

Work Schedule and Role Requirements

• This is a full-time, exempt leadership position. The current workplace expectations are 4 days per week in-office, 1 day per week remote.
• The role requires availability during payroll-critical windows and scheduled after-hours, weekend, or holiday escalations, as well as strict handling of confidential payroll, banking, employee, clinician, and customer information.

Salary Range

$100-130k commensurate with experience

• Weekly Pay
• Paid Holidays
• Paid Time Off
• Health Insurance
• Vision Insurance
• Life Insurance
• Pet Insurance
• Voluntary Benefits – Accident, Hospital, Cancer Care
• HRA and FSA Accounts
• 401k with 10% Employer Match (Match is 10% of the employee’s contribution in the calendar year)