USA Benefits & Payroll Administrator

About You

You are a meticulous and proactive payroll and benefits professional who takes full ownership of the employee experience behind the scenes. You thrive in fast-paced, multi-entity environments where no two days look the same, and you bring a rare combination of technical precision and people-first thinking to everything you do. You don't just process payroll — you ensure every employee is paid accurately, on time, and with complete confidence. You're equally at home navigating complex benefits renewals, multi-state compliance requirements, and leave of absence case management. You hold yourself to the highest standard of accuracy, confidentiality, and integrity — because you know that getting the details right is what earns trust. If you're someone who sees what needs to be done, takes initiative, and drives it all the way to completion, this role was built for you.

What You'll Do and How You'll Have an Impact

Full-Cycle Payroll Administration

• Process and manage end-to-end payroll for multiple US-based entities, including regular, off-cycle, and ad hoc payroll runs;
• Ensure accurate calculation of wages, deductions, garnishments, tax withholdings, and all payroll-related transactions;
• Manage multi-state payroll tax registrations, closures, filings, and compliance — including SUI and SIT accounts;
• Lead year-end payroll activities including W-2 preparation, reconciliation, and distribution;
• Serve as the primary liaison with payroll vendors and resolve processing issues in a timely manner;
• Audit and maintain payroll records to ensure data integrity across all entities.

Full-Cycle US Benefits Administration

• Administer all US employee benefit programs including medical, dental, vision, life, disability, FSA/HSA, and 401(k) plans across multiple companies;
• Manage the full benefits lifecycle: enrollment, changes, terminations, COBRA, QMCSO, and qualifying life events;
• Lead annual open enrollment planning, communication, execution, and post-enrollment reconciliation for all supported entities;
• Partner with brokers, carriers, and third-party administrators on plan setup, renewals, billing reconciliation, and issue resolution; negotiate contracts and renewals on behalf of the organization;
• Support 401(k) plan administration including audit coordination, compliance testing (ADP/ACP, top-heavy), and Form 5500 filings.

Leave of Absence (LOA) Management

• Administer and track employee leaves of absence in compliance with FMLA, ADA, state-specific leave laws, and company policies;
• Serve as the primary point of contact for employees, managers, and vendors on leave eligibility, documentation requirements, timelines, and status updates;
• Coordinate leave-related pay, benefits continuation, and return-to-work processes;
• Partner with managers and HR Business Partners to ensure a smooth, supportive experience throughout the leave lifecycle;
• Maintain accurate, confidential leave records and reporting in HRIS and case management systems.

Compliance & Reporting

• Stay current on federal, state, and local payroll and benefits regulations (FLSA, ERISA, ACA, COBRA, HIPAA);
• Ensure timely and accurate compliance filings including ACA reporting (1094-C/1095-C), EEO-1, and state-specific requirements;
• Generate and analyze payroll and benefits reports to support audits, budgeting, and leadership decision-making;
• Support due diligence and integration activities related to newly acquired entities.

Process Improvement & Cross-Functional Collaboration

• Identify opportunities to streamline payroll and benefits processes, increase automation, and enhance the employee experience;
• Partner with Finance, Legal, and People Operations to ensure alignment on compensation, benefits, and compliance matters;
• Maintain clear, up-to-date process documentation and SOPs;
• Contribute to payroll and benefits projects and initiatives as needed.

What We're Looking For

• 3–5+ years of hands-on experience in US payroll processing and benefits administration, with demonstrated experience in a multi-state, multi-entity environment;
• Strong working knowledge of federal and state payroll tax regulations and benefits compliance including ERISA, ACA, COBRA, FMLA, and 401(k) plan administration;
• Experience with HRIS and payroll platforms such as ADP, Paylocity, Gusto, Rippling, or similar;
• Advanced proficiency in Excel or Google Sheets — VLOOKUPs, pivot tables, and data reconciliation are second nature to you;
• A track record of handling sensitive compensation and personal data with the highest level of discretion and integrity;
• Strong communication skills with the ability to translate complex payroll and benefits topics clearly for employees and stakeholders at all levels;
• FPC, CPP, or CEBS certification is preferred;
• Bachelor's degree in Human Resources, Business Administration, Finance, Accounting, or a related field — or equivalent practical experience.

At AppDirect, we believe that innovation thrives in an environment that houses diversity of excellence, experience and thought. We respect each AppDirector as their own fingerprint; unique with no one alike. We foster an environment of inclusion without regard to race, religion, age, sexual orientation, or gender identity enabling AppDirectors to embrace their uniqueness to do their best work. As such, we strongly encourage applications from Indigenous peoples, racialized people, people with disabilities, people from gender and sexually diverse communities, and/or people with intersectional identities.

At AppDirect we take privacy very seriously. For more information about our use and handling of personal data from job applicants, please read our Candidate Privacy Policy. For more information of our general privacy practices, please see AppDirect Privacy Notice: https://www.appdirect.com/about/privacy-notice

At AppDirect, AI tools may assist our recruitment team with administrative automations — always under human oversight. AI tools do not make hiring decisions or solely automated decisions about your candidacy – all decisions are made by our people. By submitting your application, you acknowledge that your information may be processed in this way. You may request access or deletion at any time by contacting privacy@appdirect.com.

#LI-Remote