Senior Payroll Specialist

Phaidon International (UK) Ltd; Northern (KY); Hybrid; USD 85,000 - 95,000; Full time

Job summary

Phaidon International (UK) Ltd is seeking a Senior Payroll & Benefits Specialist for the US market. This hands-on role covers multi-state payroll processing, benefits administration, and compliance, with a focus on accuracy and timeliness.

You will partner with People, Finance, and external vendors to ensure an exceptional employee experience and drive process improvements. This is a hybrid role with 3 days in the office and a discretionary bonus.

Qualifications

• 4+ years of experience managing US multi-state payrolls.
• Experience with US payroll regulations and compliance.
• Experience administering US benefits (healthcare, retirement).
• Hands-on ADP Workforce Now experience.
• Advanced Excel skills, including lookups and reporting.

Responsibilities

• Own full semi-monthly payroll process from data collection to final submission.
• Administer employee benefits programs and enrollments across plans.
• Ensure compliance with federal, state and local payroll regulations; support audits.
• Provide responsive payroll/benefits support to employees and stakeholders.
• Prepare recurring and ad hoc payroll/benefits reports; drive process improvements.

Skills

Advanced Excel

Organizational skills

Attention to detail

Stakeholder management

Analytical thinking

Tools

ADP Workforce Now

Job description

Senior Payroll & Benefits Specialist, US

New York City | Boston | Chicago | Dallas | Charlotte | Tampa

Hybrid (3 days in office) | Individual Contributor
$85,000 - $95,000 Base Salary + Discretionary Bonus

Role Purpose

The Senior Payroll & Benefits Specialist is the primary US-based payroll and benefits expert, responsible for the accurate, compliant, and timely administration of semi-monthly payroll and employee benefits programs across a multi-state workforce. This role serves as the key point of contact for employees, leadership, Finance, and external vendors on all payroll and benefits-related matters.

This is a hands-on position requiring strong attention to detail, ownership, and the ability to operate independently while managing sensitive employee data and critical deadlines. The successful candidate will partner closely with People, Finance, and external providers to ensure an exceptional employee experience and continuous process improvement.

Key Responsibilities

Payroll Administration

• Own and manage the complete semi-monthly payroll process from data collection through final submission and reconciliation.
• Process new hires, terminations, salary changes, bonuses, commissions, retroactive adjustments, garnishments, direct deposit updates, and other payroll transactions.
• Review payroll data for accuracy and resolve discrepancies before payroll is finalized.
• Maintain payroll calendars, controls, audit documentation, and approval workflows.
• Partner with Finance to support funding requirements, reconciliations, and payroll reporting.
• Support year-end payroll activities, tax reporting, and regulatory filings.

Benefits Administration

• Administer employee benefit programs, including medical, dental, vision, 401(k), commuter benefits, and other company-sponsored plans.
• Manage enrollments, life events, employee changes, and terminations.
• Coordinate with benefit brokers, carriers, and third-party administrators on eligibility, invoicing, renewals, and employee inquiries.
• Reconcile benefit deductions and employer contributions, ensuring accuracy between payroll and vendor records.
• Assist with annual open enrollment planning, communications, and execution.

Compliance & Risk Management

• Ensure payroll and benefits practices remain compliant with federal, state, and local regulations.
• Monitor changes in payroll, tax, and benefits legislation and implement required updates.
• Maintain strong internal controls, including approvals, reconciliations, access reviews, and audit documentation.
• Investigate and resolve payroll or benefits issues while proactively identifying risks and recommending solutions.
• Support internal and external audits, compliance reviews, and inquiries from regulatory agencies.

Employee Support & Stakeholder Management

• Serve as the primary point of contact for employee payroll and benefits inquiries.
• Deliver responsive, professional, and confidential support to employees at all levels.
• Partner with People, Finance, leadership teams, and external vendors to resolve issues efficiently.
• Develop and maintain process documentation, user guides, FAQs, and employee communications.

Reporting & Process Improvement

• Utilize ADP Workforce Now to maintain employee records and generate payroll, benefits, and headcount reporting.
• Prepare recurring and ad hoc reports for leadership, Finance, and People teams.
• Identify opportunities to improve efficiency, accuracy, controls, and employee experience.
• Maintain standard operating procedures and ensure all payroll and benefits processes are documented and current.

Qualifications

Required Experience

• 4+ years of experience managing full-cycle payroll in a multi-state US environment.
• Strong working knowledge of payroll regulations, tax requirements, and compliance standards.
• Experience administering US employee benefits programs, including healthcare and retirement plans.
• Hands-on experience with ADP Workforce Now.
• Advanced Excel skills, including formulas, lookups, reconciliation, and reporting.
• Experience working with confidential employee information and sensitive data.

Preferred Experience

• Experience supporting payroll in a high-growth or multi-location organization.
• Exposure to payroll audits, year-end processing, and compliance reviews.
• Experience with HRIS integrations, payroll automation, or process improvement initiatives.
• Professional payroll certification is a plus.

Skills & Competencies

• Exceptional attention to detail and accuracy.
• Strong organizational and time-management skills.
• Ability to work independently and manage competing priorities.
• Excellent analytical and problem-solving abilities.
• Strong communication and stakeholder management skills.
• High level of discretion when handling confidential information.
• Proactive, solutions-oriented mindset with a commitment to continuous improvement.

Success in the Role

In this position, success will be measured by:

• Accurate and timely payroll processing with minimal errors.
• Strong compliance and risk management practices.
• Positive employee experience and responsive stakeholder support.
• Effective ownership of payroll and benefits operations.
• Continuous process improvements that enhance efficiency, accuracy, and scalability.
• Well-documented and sustainable payroll and benefits procedures.