Payroll Coordinator

Talentify; Waltham (MA); On-site; USD 60,000 - 80,000; Full time

Job summary

Talentify is seeking a Payroll Coordinator to support our payroll team and ensure employees are paid accurately and on time each week. You’ll handle weekly payroll for 650+ employees across multiple states and work with the Payroll Manager on compliance and union-related tasks.

As you grow, you’ll cross-train on union remittances, payroll tax filings, and other high-level responsibilities while maintaining organized records and responding to payroll questions from managers.

Qualifications

• 2–4 years of in-house multi-state payroll experience.
• Know-how: gross-to-net calculations, deductions, taxes.
• Proficient with Excel and payroll/accounting software.
• Excellent organizational and communication skills.
• Detail-oriented with confidentiality.
• Analytical and problem-solving abilities.
• Ability to work independently and meet deadlines.
• Willing to learn additional payroll compliance tasks.

Responsibilities

• Process weekly payroll for 650+ employees (union and non-union).
• Prepare and submit weekly certified payroll reports.
• Maintain payroll files and union employee setup.
• Enter payroll changes and keep records accurate.
• Report new hires to state agencies.
• Handle garnishments and tax levies.
• Serve as payroll contact for routine questions.
• Assist with year-end audits and reconciliations.
• Cross-train on union remittances and tax filings.
• Provide backup support across Payroll.

Skills

Payroll processing

Multi-state payroll

Timekeeping

Deductions

Payroll taxes

Excel

Interpersonal skills

Attention to detail

Analytical skills

Self-motivation

Tools

CMiC

Payroll software

Microsoft Office

Job description

We’re looking for a detail-oriented and dependable Payroll Coordinator to join our Payroll team and help ensure our employees are paid accurately and on time each week.

In this role, you’ll support weekly payroll processing for a high-volume, multi-state workforce of more than 650 union and non-union employees. You’ll work closely with the Payroll Manager on payroll processing, certified payroll, union employee maintenance, and compliance-related activities.

This is a great opportunity for someone with payroll experience who enjoys working in a fast-paced environment and wants to continue building their knowledge. As you grow in the role, you’ll have the opportunity to cross-train on areas such as union remittances, payroll tax filings, market recovery, and other higher-level payroll responsibilities.

What You’ll Do

• Process weekly payroll for more than 650 union and non-union employees, including time, earnings, deductions, payroll taxes, and net pay.
• Prepare and submit weekly certified payroll reports and maintain supporting documentation.
• Maintain electronic payroll files and payroll setup for union employees, including new employee setup and rate updates.
• Enter approved payroll changes and maintain accurate and up-to-date payroll records.
• Report new hires to applicable state agencies and respond to unemployment inquiries.
• Handle garnishment and tax levy inquiries and complete related payroll system setup.
• Serve as a primary contact for routine employee and manager payroll questions, escalating more complex issues to the Payroll Manager.
• Assist with year-end payroll audits, reconciliations, and other payroll reviews.
• Cross-train with the Payroll Manager on union remittances, market recovery, state payroll tax filings, Forms 940 and 941, and other payroll compliance responsibilities.
• Provide backup support across the Payroll function and take on additional responsibilities as your knowledge and experience develop.
• Perform other payroll and administrative duties as needed.

What You’ll Bring

• 2–4 years of experience with multi-state, in-house payroll or equivalent relevant experience.
• Working knowledge of gross-to-net payroll calculations, payroll deductions, and payroll taxes.
• Strong computer skills, including Microsoft Office, particularly Excel, and experience with payroll or accounting software.
• Excellent organizational, communication, and interpersonal skills.
• Strong attention to detail and a commitment to accuracy and confidentiality.
• Effective analytical and problem-solving skills.
• Ability to work independently, meet weekly payroll deadlines, and manage competing priorities.
• Willingness to learn and take on additional payroll compliance responsibilities as the role develops.

Nice to Have

• Certified payroll experience.
• Construction or union payroll experience.
• Experience with CMiC.
• Fundamental Payroll Certification (FPC).

Why This Role?

This position provides the opportunity to build a strong foundation across all areas of payroll while working alongside an experienced Payroll Manager. You’ll gain exposure to union payroll, certified payroll, multi-state payroll compliance, tax filings, and other specialized areas of payroll, giving you room to expand your skills and responsibilities over time. If you’re someone who takes pride in getting the details right, enjoys solving problems, and wants to grow your payroll career, we’d like to hear from you.