Payroll Manager

HCI Systems; Ontario (CA); On-site; USD 100,000 - 150,000; Full time

Benefits offered by this job

401(k) with matching

Comprehensive health benefits

Paid time off

Weekly pay

Job summary

HCI Systems, Inc. is seeking an experienced Payroll Manager to oversee weekly multi-state payroll for 1,300+ employees across three entities. You will supervise the payroll team, implement internal controls, and ensure on-time, compliant pay including bonuses and year-end reporting.

You will manage audits, wage compliance, and payroll tax filings, partnering with HR and finance to maintain accurate records and seamless payroll operations across state lines and union/non-union projects.

Qualifications

• 5–7 years of payroll experience managing high-volume, multi-state payroll for 400+ employees.
• Payroll experience within the construction, electrical, or general contracting industries is required.
• Experience managing payroll across multiple entities with accurate reporting and compliance.
• Prior experience processing payroll for both union and non-union employees.
• Familiarity with prevailing wage laws and certified payroll processes, including job rate verification, fringe benefits, and government agency reporting.
• Hands-on experience with fringe credits and fringe contributions to retirement plans.
• Strong working knowledge of ADP WorkforceNow.
• Proficient in Microsoft Excel and payroll-related tools.

Responsibilities

• Process weekly, multi-state payroll for 1,300+ salaried and hourly employees across three entities.
• Oversee full-cycle payroll including bonuses, adjustments, fringe benefits, and year-end reporting.
• Lead and mentor payroll team; develop SOPs and training materials to boost efficiency.
• Implement internal controls for payroll accuracy, compliance, and risk mitigation.
• Handle payroll audits and quarterly payroll tax filings; reconcile payroll GL accounts.

Skills

Multi-state payroll

ADP WorkforceNow

Microsoft Excel

Payroll compliance

Leadership

Internal controls

Union wage knowledge

ERP/payroll systems

Tools

ADP WorkforceNow

Sage/Timberline

Vista

Spectrum

Viewpoint

CMiC

Microsoft Excel

Job description

Overview

HCI Systems, Inc. is a trusted construction specialty contractor providing safety and security solutions, including fire alarm and electronic security systems. We are seeking an experienced and detail-oriented Payroll Manager to oversee weekly, multi-state payroll processing for our three business entities: HCI Systems, Control Systems, and CMD Electric. This role supervises the organization’s payroll functions, ensuring all pay is processed on time, accurately, and in compliance with federal and state regulations.

Responsibilities

• Process weekly, multi-state payroll for 1,300+ salaried and hourly employees across HCI Systems, Control Systems, and CMD Electric.
• Oversee full-cycle payroll, including bonuses, adjustments, fringe benefits, and year-end reporting.
• Lead and mentor payroll team members by developing SOPs, driving process improvements, and creating internal training materials to support efficiency, growth, and knowledge transfer.
• Implement internal controls to ensure payroll accuracy, compliance, and risk mitigation.
• Calculate payroll manually as needed, including gross-up calculations for bonuses.
• Manage quarterly payroll tax filings and reconcile payroll-related general ledger accounts.
• Conduct pre- and post-payroll internal audits to identify and resolve discrepancies.
• Register and set up payroll in new states to ensure multistate compliance and employment insurance requirements.
• Maintain payroll records and employee setup in integrated accounting and HR systems.
• Monitor payroll calendars to account for extra pay periods and ensure timely paycheck distribution in accordance with labor laws.
• Ensure compliance with federal, state, and local payroll, leave, and tax regulations.
• Process payroll for both union and non-union employees on applicable projects.
• Ensure payroll data meets certified payroll requirements by applying wage rates and fringe accruals for state and federally funded projects, based on input provided by the labor compliance team.
• Audit prevailing wage entries and ensure accurate fringe accruals, including fringe credits and contributions to retirement plans.
• Support HR with I-9 verification, E-Verify processing, and employee file maintenance.
• Manage time-off accruals, terminations, and final pay processes.
• Stay current with payroll, leave and tax laws and regulations to ensure ongoing compliance and efficiency.

Qualifications

• 5–7 years of payroll experience managing high-volume, multi-state payroll for 400+ employees.
• Payroll experience within the construction, electrical, or general contracting industries is required.
• Experience managing payroll across multiple entities with accurate reporting and compliance.
• Prior experience processing payroll for both union and non-union employees.
• Familiarity with prevailing wage laws and certified payroll processes, including job rate verification, fringe benefits, and government agency reporting.
• Hands-on experience with fringe credits and fringe contributions to retirement plans.
• Strong working knowledge of ADP WorkforceNow.
• Proficient in Microsoft Excel and payroll-related tools.
• Experience with integrated software platforms, including payroll/HRIS systems such as ADP, and ERP systems like Sage/Timberline, Vista, Spectrum, Viewpoint, or CMiC.
• Strong payroll knowledge base with a continuous learning mindset and a passion for teaching and developing others.
• Proven leadership skills with experience guiding and supporting payroll staff.
• Excellent problem-solving skills, with a proactive and detailed approach to resolving issues.
• Strong organizational, communication and customer service skills.
• Ability to manage multiple priorities and meet deadlines in a fast-paced environment.
• Ability to handle sensitive data with professionalism and discretion.

HCI Systems Inc. is a licensed C-7, C-10 and C-16 low voltage systems integration contractor offering a full spectrum of services including sales, engineering, installation, service, and maintenance with over 600 employees in our seven branches. We offer fire life safety, fire suppression, fire sprinkler, access control, video management, intrusion detection, structured cable, nurse call and other related electronic detection solutions to our customers.

Why Join Us?

• Unlimited Growth– Our expanding product lines and markets drive consistent double-digit growth, creating ongoing opportunities for advancement.
• Comprehensive Benefits– Enjoy 401(k) with matching, reduced-cost medical, dental, and vision insurance, plus flexible spending accounts. Additional voluntary benefits include life insurance, disability, and accident coverage.
• Paid Time Off– Recharge with paid holidays and our PTO plan
• Weekly Pay– Get paid every Friday.
• Employee Perks– From appreciation events and department outings to wellness programs and pet insurance, we invest in our team’s well-being.

Equal Employment Opportunity

HCI is an equal opportunity employer. We will not unlawfully discriminate against qualified applicants or employees with respect to any terms and conditions of employment and give equal opportunity considerations to applicants and employees regardless of actual or perceived race, color, creed, religion, national origin, ancestry, citizenship status, age, sex or gender (including pregnancy, childbirth, related medical conditions and lactation), gender identity or gender expression, sexual orientation, marital status, military service and veteran status, disability, protected medical condition as defined by applicable state or local law, genetic information, or any other characteristic protected by applicable federal, state, or local laws and ordinances (“Protected Classifications”). HCIwill reasonably accommodate employees and applicants with disabilities as required by law, if the person is otherwise qualified to perform all the essential functions of the position safely and competently.

Pay Range

USD $100,000.00 - USD $150,000.00 /Yr.