Payroll & Equity Administration Specialist

Jobtailor; Philadelphia (Philadelphia County); On-site; USD 85,000 - 125,000; Full time

Job summary

Jobtailor seeks an experienced payroll professional to own end-to-end U.S. payroll across multiple cycles. You will handle multi-state tax compliance, coordinate with international providers, and partner with Finance on GL entries in NetSuite.

You’ll manage PTO, deductions, and equity activity in Shareworks, while supporting audits and year-end reporting. Strong communication, accuracy, and privacy are essential as you collaborate across Finance, HR, IT, and Legal to optimize payroll processes

Qualifications

• 3+ years of hands-on payroll processing experience, ideally in biotech/pharma/life sciences.
• Strong knowledge of multi-state statutory payroll tax requirements, filings, and registrations.
• Proficiency with core payroll and HRIS systems.
• High accuracy, discretion with confidential data.
• Strong communication and collaboration with Finance, HR, and IT.
• Experience with Rippling, Shareworks, NetSuite and Concur preferred.
• Experience transitioning payroll from a PEO to in-house HR tech.

Responsibilities

• Own end-to-end payroll processing for all U.S. employees across multiple pay cycles.
• Manage multi-state payroll tax compliance, registrations, withholding, and filings.
• Coordinate with international payroll providers for non-U.S. employees.
• Partner with Finance on general ledger entries and reconciliations (NetSuite).
• Track and reconcile PTO balances, benefits deductions, and garnishments.
• Process wages, bonuses, equity income, and complex pay scenarios.
• Serve as the primary payroll contact for employee inquiries.
• Support audits and year-end payroll processes including W-2s and ACA reporting.
• Identify payroll/HR tech process improvements.
• Manage equity activity in Shareworks and equity grants/terminations with Legal and Finance.
• Ensure payroll impacts of equity transactions are accurate and prompt.
• Review employee expense reports in Concur; resolve issues.

Skills

Payroll Processing

Multi-State Tax

General Ledger

PTO Tracking

W-2 Processing

Equity Transactions

Expense Reports

Confidential Data

Communication

Cross-Functional

Tools

Rippling

Shareworks

NetSuite

Concur

Job description

• Own end-to-end payroll processing for all U.S. employees across multiple pay cycles.
• Manage multi-state statutory payroll tax compliance, including registrations, withholding, unemployment insurance, and required filings.
• Coordinate with international payroll providers for a small workforce outside the U.S.
• Partner with Finance on general ledger entries and reconciliations in NetSuite.
• Track and reconcile PTO balances, benefits deductions, and garnishments.
• Process wages, bonuses, equity income, and complex or non-standard pay scenarios.
• Serve as the primary contact for payroll-related employee inquiries.
• Partner with HR and Finance on audits and year-end payroll processes, including W-2s and ACA reporting.
• Identify and implement payroll and HR technology process improvements.
• Manage employee demographics and stock option activity in Shareworks.
• Process new equity grants and terminations with Legal and Finance.
• Ensure payroll impacts of equity transactions are processed accurately and promptly.
• Review and process employee expense reports in Concur.
• Follow up on missing receipts, out-of-policy spending, and coding errors.
• Manage corporate card issuance and cancellations.
• Reconcile corporate card transactions and follow up with employees for supporting documentation.

Requirements

• 3+ years of hands-on payroll processing experience, ideally within a biotech, pharmaceutical, or life sciences company.
• Strong working knowledge of multi-state statutory payroll tax requirements, filings, and registrations.
• Proficiency with core payroll and HRIS systems.
• High degree of accuracy, attention to detail, and discretion in handling confidential employee data.
• Strong communication skills and ability to collaborate cross-functionally with Finance, HR, and IT.
• Experience with Rippling, Shareworks, NetSuite and Concur strongly preferred.
• Direct experience transitioning payroll off a PEO model onto an in-house HR technology/payroll platform preferred.
• Experience supporting payroll through rapid headcount growth or commercial launch preferred.
• Must be authorized to work in the United States or address visa sponsorship requirements as applicable.

Core Competencies

Demonstrates expertise in end-to-end payroll processing, multi-state statutory payroll tax compliance, and payroll technology improvements. Proficient in managing payroll-related inquiries and collaborating with Finance and HR on audits and reconciliations.

Highest-signal resume keywords

• Payroll Processing
• Multi-State Payroll Tax Compliance
• NetSuite
• Shareworks
• Concur

Hard Skills

• Payroll Processing
• Multi-State Payroll Tax Compliance
• Statutory Payroll Tax Requirements
• General Ledger Entries
• PTO Balances Tracking
• W-2 Processing
• Equity Transactions Processing
• Expense Report Review
• Payroll Technology Improvements
• Confidential Data Handling

Soft Skills

• Attention to Detail
• Strong Communication
• Cross-Functional Collaboration

Industry Keywords

• Biotech
• Pharmaceutical
• Life Sciences
• PEO Model Transition
• Rapid Headcount Growth

Tools & Technologies

• Rippling
• Shareworks
• NetSuite
• Concur