Payroll Lead/Coordinator

Waremalcomb; Irvine (CA); On-site; USD 90,000 - 120,000; Full time

Job summary

Ware Malcomb in Irvine, CA is seeking a Payroll Lead to manage day-to-day payroll processing for multi-state U.S. operations.

This onsite role collaborates with the Payroll Manager and HR team to ensure accurate, timely payroll and reporting. The ideal candidate has 2–7 years of multi-state payroll experience and strong knowledge of payroll taxes and internal controls, with proficiency in HRIS systems and Paycom or Deltek Vantagepoint.

Qualifications

• Minimum 2-7 years of multi-state payroll experience.
• Experience with HRIS systems and Microsoft Office is essential.
• Experience with Paycom, Deltek Vantagepoint, and international payroll functions are preferred.
• Strong knowledge of payroll processes including tax filings and internal controls.

Responsibilities

• Process payroll-related employee changes and maintain accurate payroll records for US employees.
• Provide excellent service to team members and HR when resolving timesheet or payroll issues.
• Review and approve digital timesheets and ensure timely final checks for separations.
• Maintain payroll tax accounts and ensure accurate filings in partnership with HRIS vendors.
• Audit payroll data and ensure compliance with federal, state, and local laws.

Skills

Payroll processing

Multi-state payroll

HRIS systems

Paycom

Deltek Vantagepoint

Microsoft Office

Tools

Paycom

Deltek Vantagepoint

Job description

Are you ready to join a growth-oriented team where creativity meets innovation? At Ware Malcomb, we are a dynamic and forward-thinking design firm committed to pushing the boundaries. Our team-oriented, collaborative approach ensures that every project is a blend of visionary design, seamless project delivery, and we are actively engaged with both the community and the industry. Discover our vibrant culture to get an inside look into life at Ware Malcomb and the programs we offer.

https://waremalcomb.com/life-at-ware-malcomb/

As Payroll Lead at Ware Malcomb, you will be responsible for the day-to-day administration of U.S. payroll, ensuring timely and accurate processing in compliance with applicable laws and company policies. This is an onsite position where you’ll partner closely with the Payroll Manager and collaborate with cross-functional teams to support a seamless and efficient payroll experience.

• Process payroll-related employee changes and maintain accurate payroll records, including new hires, terminations, and status or compensation updates.
• Provide excellent customer service to all team members in partnership with the Human Resources team when resolving timesheet and/or payroll issues for U.S.
• Review and approve U.S. digital timesheets.
• Ensure final checks are accurately created in a timely manner for separating team members.
• Register, set up, and maintain payroll tax accounts and ensure accurate tax filings in partnership with HRIS vendors.
• Audit payroll data, timesheets and transactions to ensure accuracy and compliance.
• Ensure compliance with federal, state, and local payroll laws and regulations.
• Participate in company, office and team events as appropriate.
• Assist with annual 401(k) audit in partnership with the Payroll Manager.
• Prepare and analyze payroll and headcount reports for multi-state operations.
• Communicate with the general accounting team regarding payroll processes related to general ledger reports.
• Collaborate with the human resources team on tasks and projects relating to payroll.
• Support specialized payroll-related projects as assigned.

• Minimum of 2-7 years of multi-state payroll experience.
• Experience with HRIS systems and Microsoft Office is essential.
• Experience with Paycom, Deltek Vantagepoint, and international payroll functions are preferred.
• Strong knowledge of the payroll function including preparation, balancing, internal control, and payroll taxes.
• Strong problem-solving and auditing skills are essential.
• Thrives on thinking outside the box and has a continuous improvement mindset.
• Excellent verbal and written communication skills to positively interface with all levels of team members is essential.
• Ability to achieve results under tight deadlines and prioritize multiple tasks is essential.
• Well-organized, detail-oriented, and confidential are essential traits required of the individual.

• Prolonged periods sitting at a desk and working on a computer.
• Must be able to lift up to 5 pounds at times.
• Regular attendance at work is required.

This is a full-time, long-term position.

Established in 1972, Ware Malcomb is a dynamic, forward-thinking commercial real estate design firm providing professional architecture, interior design, civil engineering, branding, building measurement, structural engineering and MEP engineering services to clients throughout the world. With office locations throughout the United States, Canada, Mexico and Brazil, the firm specializes in the design of office, industrial, science & technology, healthcare, multifamily, retail, hospitality and public/institutional projects.

The firm is also ranked among the top 10 Architecture/Engineering firms in Engineering News-Record’s Top 500 Design Firms and the Top 30 Interior Design Firms in Interior Design magazine’s Top 100 Giants. For more information, visit waremalcomb.com.