Payroll Coordinator: Multi-State Compliance & Reporting

Moffatt & Nichol; Chipley (FL); On-site; USD 105,000 - 125,000; Full time

Benefits offered by this job

Family coverage

Low-deductible plan

HSA match

Wellness program

Paid time off

Paid holidays

401(k) match

Life Insurance

Tuition reimbursement

Mentoring program

Pet insurance

Job summary

Moffatt & Nichol, a leading waterfront infrastructure advisor, seeks a Payroll Coordinator to manage end-to-end payroll for multi-state employees, ensure tax compliance, and administer 401(k) plans. The role emphasizes accuracy, reporting, and audits in a collaborative environment.

The position involves overseeing payroll systems, timekeeping, and state reporting, with opportunities to lead payroll-related projects and improve processes across the organization.

Qualifications

• Bachelor's degree in accounting, finance, business, or related field.
• Typically 4 to 7+ years of experience.
• Certified Payroll Professional (CPP) preferred.
• Strong command of ADP Workforce Now, WorkDay, and BST Global, including system configuration and reporting.
• Advanced Excel skills.
• Working knowledge of multi-jurisdiction tax compliance, 401(k), and certified payroll.
• Strong analytical skills; communicate clearly and manage conflict diplomatically.
• All new hires will be required to successfully complete and pass a pre-employment background check in compliance with NIST 800-171.
• Moffatt & Nichol uses E-Verify and employment is contingent upon the legal ability to obtain employment in the U.S. and to present the required documentation at hire.

Responsibilities

• Manage end-to-end payroll processing for multi-state or multi-country employees, ensuring accuracy and timeliness.
• Review and approve payroll calculations, including earnings, deductions, bonuses, and overtime.
• Ensure compliance with federal, state, and local tax laws and wage regulations.
• Maintain accurate payroll records in accordance with company policies and audit requirements.
• Oversee the payroll system setup and maintenance, including configuration of pay codes, deduction codes, and earnings types.
• Oversee timekeeping and timesheet management within the ERP system, ensuring accurate capture of employee hours, leave, benefit hours, and project allocations.
• Prepare and reconcile payroll reports before and after processing.
• Administer 401(k) plan deductions, employer matching contributions, and annual limit compliance: coordinate with plan administrators for changes, and year-end reporting.
• Monitor and reconcile benefit and 401(k) contributions to ensure accurate funding and reporting.
• Reconcile payroll with shadow invoices and ensure proper funding for wages, taxes, benefits, and garnishments.
• Oversee and coordinate the setup of new state payroll tax operations to ensure compliance with federal and state regulations.
• Lead or assist with payroll-related projects, or system implementations.
• Collaborate with internal and external auditors during payroll audits.
• Audit timekeeping data and ensure accurate PTO, FMLA, and leave balances.
• Assist with year-end activities including W-2, and bonus processing.
• Act as the escalation point for complex payroll or tax-related inquiries.
• Prepare and submit monthly and quarterly state BLS reports per state requirements.
• Partner with HR to ensure all employee changes are accurately reflected in the payroll system.
• Oversee payroll disbursements, including electronic payments, off-cycle runs, and distribution of live checks.
• Serve as a primary point of contact for employee payroll inquiries, ensuring timely resolution and clear communication.
• Support system updates, testing, and configuration changes.
• Generate and analyze payroll reports for Finance, HR, and management.
• Generate certified payroll reports for project proposals.
• Identify and implement process improvements to enhance accuracy, efficiency, and internal controls across payroll operations.
• Support continuous improvement initiatives in HR and Payroll systems, documentation, and standard operating procedures.

Skills

ADP Workforce Now

WorkDay

BST Global

Advanced Excel

Analytical skills

Communication

Education

Bachelor's degree in accounting/finance/business

Tools

ADP Workforce Now

WorkDay

BST Global

Job description

Moffatt & Nichol, a leading waterfront infrastructure advisor, seeks a Payroll Coordinator to manage end-to-end payroll for multi-state employees, ensure tax compliance, and administer 401(k) plans. The role emphasizes accuracy, reporting, and audits in a collaborative environment.

The position involves overseeing payroll systems, timekeeping, and state reporting, with opportunities to lead payroll-related projects and improve processes across the organization.