Payroll & Benefits Coordinator

The Institutes; Northern (KY); Hybrid; USD 60,000 - 80,000; Full time

Benefits offered by this job

401(k) matching

Generous PTO

Maternity leave

Medical coverage

Dental coverage

Onsite gym

Lunch on campus

Job summary

The Institutes in Malvern, PA, seeks a Payroll & Benefits Coordinator to manage accurate payroll and benefits administration and to provide HR support across employee lifecycle activities.

You will handle payroll processing, benefits enrollment, and HR documentation while ensuring compliance with federal and state regulations and contributing to a positive workplace culture.

Qualifications

• 2+ years in payroll, benefits administration, HR coordination, or related experience.
• Experience with HRIS, payroll, and benefits systems is preferred.
• Strong understanding of payroll processes and benefits administration.
• Proficiency with Microsoft Excel and data accuracy.

Responsibilities

• Process semi-monthly payroll accurately and on schedule.
• Review timesheets, earnings, deductions, and payroll data for accuracy.
• Process payroll-related changes including hires, terminations, and compensation changes.
• Coordinate payroll issue resolution and respond to employee inquiries.
• Maintain payroll records and ensure regulatory compliance.

Skills

Payroll processing

Benefits administration

HR coordination

Excel

Attention to detail

Time management

Communication

Discretion with confidential data

Tools

HRIS

Payroll software

Job description

Located in beautiful Malvern, Pennsylvania, The Institutes® are a not-for-profit comprised of diverse affiliates that educate, elevate, and connect people in the essential disciplines of risk management and insurance. Through products and services offered by our nearly 20 affiliated business units, people and organizations are empowered to help those in need with a focus on understanding, predicting, and preventing losses to create a more resilient world.

Additionally, we understand the importance of work-life balance—in 2026 Philly.com named us a Top Workplace for the eleventh year and USA Today named us a USA Top Workplace for the fourth year. We provide excellent benefits and a friendly, team-focused work environment to drive employee engagement.

Payroll & Benefits Coordinator

The Payroll & Benefits Coordinator is responsible for the accurate and timely administration of payroll and employee benefits programs while providing critical administrative support to the Human Resources function. This position serves as a key resource for employees regarding payroll, benefits, and HR-related inquiries and helps ensure compliance with company policies and applicable employment regulations. In addition to payroll and benefits responsibilities, the role will support a variety of HR administrative tasks, projects, and employee lifecycle activities as assigned.

What You’ll Do:

Payroll Administration

• Process semi-monthly payroll accurately and on schedule.
• Review timesheets, earnings, deductions, and other payroll data for accuracy.
• Process payroll-related changes, including hires, terminations, compensation changes, and deductions.
• Coordinate payroll issue resolution and respond to employee payroll inquiries.
• Maintain payroll records and ensure compliance with federal, state, and local regulations.

Benefits Administration

• Administer employee benefit programs, including medical, dental, vision, life insurance, disability insurance, retirement plans, and leave programs.
• Coordinate employee enrollment, changes, and terminations in benefit plans.
• Serve as the primary point of contact for employee benefits questions.
• Assist with annual open enrollment activities, employee communications, and benefit education.
• Maintain benefit records and ensure compliance with applicable regulations.

Human Resources Administration

• Support onboarding and offboarding processes, including preparation of paperwork and system updates.
• Assist with new hire orientation and employee communications.
• Maintain accurate and confidential employee personnel files and HR records.
• Manage HR documentation, forms, and recordkeeping requirements.
• Support employee leave tracking and related documentation.
• Assist with employment verifications and other employee requests.
• Generate HR reports and assist with audits and compliance activities.
• Support employee recognition and engagement initiatives to foster a positive workplace culture.
• Assist with special HR projects and initiatives as assigned.

Compliance & Reporting

• Ensure compliance with company policies and employment laws related to payroll, benefits, and HR administration.
• Maintain confidentiality of employee information and sensitive data.
• Assist with internal and external audits.
• Support HR metrics reporting and data analysis efforts.

What We’re Looking For:

• Minimum of 2 years of payroll, benefits administration, HR coordination, or related experience
• Experience with HRIS, payroll, and benefits administration systems preferred
• Strong understanding of payroll processes and benefits administration
• Working knowledge of employment laws and HR best practices
• Proficiency in Microsoft Office, particularly Excel
• Excellent attention to detail and high level of accuracy
• Strong organizational and time-management skills
• Strong interpersonal, customer service, and communication skills
• Ability to take initiative and problem-solve
• Ability to handle confidential information with discretion and professionalism
• Ability to prioritize multiple responsibilities in a fast-paced environment

The Best Part? The Benefits!

To enforce the importance of work-life balance, employees enjoy excellent benefits, including:

• 401(k) plan with company contribution up to 16%
• Generous time off package that includes paid vacation, personal, sick, and holidays
• Paid maternity and parental leave
• Medical, dental, vision, and prescription coverage
• On our Malvern campus: Free lunch every day when working on campus, onsite fitness center, and a beautiful 1.25-mile walking path!

Equal Opportunity Employer
This employer is required to notify all applicants of their rights pursuant to federal employment laws.For further information, please review the Know Your Rights notice from the Department of Labor.