Payroll & Benefits Specialist | Multi-State Focus

McMillan James Equipment Company; Grapevine (TX); On-site; USD 65,000 - 90,000; Full time

Benefits offered by this job

Health Insurance

Vision Insurance

Dental Insurance

Life Insurance

HRA

401(k) with employer match

PTO 15 days

9 holidays

Annual bonus

Professional development

Job summary

McMillan James Equipment Company seeks a Payroll & Benefits Administrator in Grapevine, TX, to manage end-to-end payroll, benefits programs, and retirement plans. You’ll ensure timely, accurate payroll across multiple locations and handle health, HSA, and 401(k) administration with a customer-focused approach.

Ideal candidates have multi-state payroll experience, strong benefits know-how, and ability to explain complex pay concepts clearly.

Qualifications

• 3–5 years of payroll experience; multi-state payroll preferred.
• 2+ years of benefits administration experience, including health plans and HSAs.
• Working knowledge of ADP Workforce Now (WFN) strongly preferred.
• Experience administering a 401(k) plan, including safe harbor requirements and Form 5500 filings.
• Strong attention to detail, accuracy, and discretion with confidential information.
• Excellent organizational and communication skills, with a knack for explaining pay and benefits in plain language.
• Associate or bachelor's degree in Accounting, HR, or related field preferred.
• Payroll or benefits certification (such as CPP, FPC, or CEBS) is a plus.

Responsibilities

• Process semi-monthly and monthly payroll for hourly and salaried employees across multiple locations.
• Verify timecards, deductions, commissions, bonuses, and adjustments so every paycheck is accurate and on time.
• Be the go-to resource for questions about pay, taxes, and deductions, and maintain accurate payroll records.
• Prepare payroll reports, tax filings, benefit deduction reports, and wage verifications.
• Partner with Accounting on GL coding and reconciliations.
• Stay current on federal, state, and local wage and hour laws.
• Manage health, dental, vision, life, and ancillary benefit programs day to day, including enrollments, life-event changes, and terminations.
• Lead annual open enrollment from start to finish, including employee communications, system setup, and carrier updates.
• Serve as the main contact for carriers and our benefits broker, resolving eligibility and claims issues quickly.
• Audit monthly carrier invoices against enrollment records and payroll deductions.
• Manage HSA contributions, including employee elections and employer contributions, IRS annual limits, and accurate, on-time funding.
• Coordinate COBRA and other required benefit notices with our administrators.
• Administer the 401(k) plan day to day, including eligibility, enrollments, deferral changes, loans, and distributions.
• Remit employee deferrals and employer contributions to the recordkeeper on time, in line with Department of Labor requirements.
• Manage safe harbor plan requirements, including annual participant notices and correct safe harbor contributions.
• Provide census data and coordinate annual compliance testing with our third-party administrator (TPA).
• Ensure the annual Form 5500 is accurate and filed on time, coordinating with the TPA and auditors as needed.
• Help employees understand their retirement benefits and make the most of the plan.
• Maintain employee personnel files and protect the confidentiality of sensitive data.
• Prepare reports for HR metrics, compliance audits, and management requests.
• Support employee onboarding, engagement, and recognition initiatives.
• Contribute to other HR projects as assigned.

Skills

Payroll experience

Benefits administration

ADP Workforce Now

401(k) administration

Attention to detail

Organizational skills

Communication skills

Accounting/HR degree

Payroll certification

Education

Associate or bachelor's degree in Accounting, HR, or related field

Tools

ADP Workforce Now (WFN)

Job description

McMillan James Equipment Company seeks a Payroll & Benefits Administrator in Grapevine, TX, to manage end-to-end payroll, benefits programs, and retirement plans. You’ll ensure timely, accurate payroll across multiple locations and handle health, HSA, and 401(k) administration with a customer-focused approach.

Ideal candidates have multi-state payroll experience, strong benefits know-how, and ability to explain complex pay concepts clearly.