Payroll Manager

Proper Hospitality; Santa Monica (CA); On-site; USD 85,000 - 90,000; Full time

Job summary

Proper Hospitality is seeking a Payroll Manager to oversee all payroll activities for our staff in Santa Monica. The role requires ensuring timely, accurate processing and strict compliance with federal, state, and local laws while maintaining impeccable records.

You will lead a payroll team, coordinate with HR and IT, and prepare tax filings and related reports. A CPP is preferred but not mandatory, and a Bachelor's degree in a related field is expected.

Qualifications

• Bachelor's degree in Accounting, Finance, HR, Business Administration, or related field preferred.
• 5+ years in payroll processing with at least 2-3 years in a managerial or supervisory role.
• CPP designation preferred, but not required.

Responsibilities

• Oversee timely and accurate payroll processing for all employees and ensure compliance with laws and company policies.
• Process employee compensation including wages, bonuses, commissions, overtime, and deductions.
• Maintain up-to-date records of compensation, tax withholding, and deductions in the payroll system.
• Review payroll reports for accuracy and make adjustments to ensure policy compliance.
• Lead and train the payroll team to deliver accurate and timely processing.
• Prepare and submit quarterly and annual payroll tax reports (Forms 941, W-2, W-3) and respond to audits as needed.
• Collaborate with HR, IT, and finance to optimize payroll systems and data integrity.

Skills

Payroll laws

Tax regulations

Analytical skills

Leadership

Attention to detail

Confidentiality

Education

Bachelor's degree in Accounting/Finance/HR/Business Admin

Tools

UKG

ADP

Evention

HRIS

Job description

• Payroll Processing & Administration:
  • Oversee the timely and accurate processing of payroll for all employees, ensuring compliance with applicable laws and company policies.
  • Process employee compensation, including wages, bonuses, commissions, overtime, and deductions.
  • Ensure all payroll data (hours worked, paid time off, benefits, etc.) is accurately entered and updated in the payroll system.
  • Maintain up-to-date records of employee compensation, tax withholding, and deductions.
  • Review payroll reports for accuracy, making adjustments as necessary to ensure compliance with company policies and regulations.
• Compliance & Tax Filing:
  • Ensure payroll processes are in compliance with local, state, and federal labor laws, including tax regulations, overtime rules, and other applicable employment standards.
  • Ensure the timely filing and payment of payroll taxes, including federal, state, and local income tax, Social Security, Medicare, and unemployment taxes.
  • Prepare and submit quarterly and annual payroll tax reports, including Forms 941, W-2, W-3, and any other necessary filings.
  • Stay current on changes to labor laws and payroll tax regulations, ensuring that payroll processes are adjusted accordingly.
  • Handle any audits related to payroll processing, ensuring all records are accessible and compliant with regulations.
• Employee Records Management:
  • Maintain accurate and secure records of employee payroll information, including wage rates, benefit elections, deductions, and direct deposit details.
  • Update and manage employee records related to new hires, terminations, promotions, pay raises, and other personnel changes.
  • Work with HR and department managers to ensure all employee data is up-to-date and accurate in both the payroll and HR systems.
  • Maintain confidentiality of sensitive payroll data and ensure secure handling of payroll-related documents.
• Benefits & Deductions Management:
  • Ensure accurate processing of employee benefit enrollments and deductions, including healthcare, retirement plans, and other voluntary benefits.
  • Manage deductions for garnishments, child support, and other court-ordered payments.
  • Coordinate with HR and benefits providers to ensure accurate deductions and timely updates for changes to employee benefit elections.
• Payroll Reporting & Analytics:
  • Generate and distribute regular payroll reports, including cost summaries, tax liabilities, and benefit contributions, for management review.
  • Provide financial reports related to payroll for budgeting, forecasting, and financial analysis purposes.
  • Work with the finance and accounting departments to reconcile payroll expenses and ensure that payroll costs are accurately reflected in financial statements.
  • Provide ad-hoc payroll data as requested by senior management.
• Team Leadership & Training:
  • Lead and manage the payroll team, providing guidance and support to ensure the team delivers accurate and timely payroll processing.
  • Provide ongoing training to payroll team members and other employees on payroll policies, procedures, and best practices.
  • Foster a positive and productive work environment, encouraging collaboration and continual learning.
  • Conduct performance reviews for payroll team members and provide feedback and development plans to ensure continuous improvement.
• Process Improvement & System Optimization:
  • Review and improve payroll processing systems and procedures to ensure efficiency, accuracy, and cost-effectiveness.
  • Identify areas for automation and implement system enhancements that streamline payroll operations.
  • Collaborate with IT and HR to improve payroll system functionality and integration with other software tools.

Education and/or Experience

• Bachelor's degree in Accounting, Finance, Human Resources, Business Administration, or a related field preferred.
• 5+ years of experience in payroll processing, with at least 2-3 years in a managerial or supervisory role.
• In-depth knowledge of payroll systems, tax regulations, benefits administration, and employment laws.
• Experience with payroll software (e.g., UKG, ADP, Evention, etc.) and HRIS systems.
• Certified Payroll Professional (CPP) designation preferred, but not required

Skills/Specialized Knowledge

• Strong knowledge of payroll laws, tax regulations, and accounting principles.
• Excellent attention to detail, with the ability to spot errors and discrepancies.
• Strong analytical skills, with the ability to generate and interpret reports.
• Excellent organizational skills with the ability to prioritize tasks and meet deadlines.
• Strong leadership and team management abilities.
• High level of confidentiality and integrity, with the ability to handle sensitive information.
• Excellent communication and interpersonal skills, with the ability to interact effectively with employees and senior management.
• Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint) and payroll software.

Compensation

• Pay range: $85,000 - $90,000 per year

Physical Demands

• Ability to sit at a desk for extended periods.
• Ability to work with numbers and data for long periods of time.
• Ability to occasionally lift and carry up to 25 pounds (e.g., office supplies, payroll records).

Why Join Proper Hospitality

At Proper, we build experiences that move people - and that begins with the team behind them. As a best-in-class employer, we're committed to creating one of the Best Places to Work in hospitality by nurturing a culture where creativity, excellence, and humanity thrive together.

Everything we do is grounded in the belief that hospitality is more than a profession - it's an opportunity to care for others and make lives better. Guided by the Pillars of Proper, we show up with warmth and authenticity

Equal Opportunity Employer

This employer is required to notify all applicants of their rights pursuant to federal employment laws.

For further information, please review the Know Your Rights notice from the Department of Labor.