Payroll Coordinator (ADP)

We are seeking an organized, detail-oriented Payroll Coordinator to support payroll operations across our organization under the direction of the Payroll Manager. This role coordinates the day-to-day mechanics of getting team members paid accurately and on time -- processing weekly payrolls for 1400 team members, maintaining payroll records, coordinating with location managers on timekeeping, and serving as a front-line point of contact for team members pay questions. The ideal candidate has hands-on experience with ADP Workforce Now, strong Excel skills, and a track record of staying organized across a high volume of weekly, multi-state, and commission-based pay activity.

The successful local candidate will work a hybrid schedule: 3 days onsite in our North Phoenix office, with the option to work 2 days remote.

Key Responsibilities

Payroll Processing Support:

• Monitor and manage the payroll inbox daily, triaging incoming requests and routing items to the appropriate team member when needed.

• Process the weekly payroll cycle for a multi-location, multi-state organization using ADP Workforce Now, following established payroll procedures and the payroll calendar.

• Process payroll for salaried, hourly, and commission-based team members, confirming pay is calculated correctly and issued on schedule.

• Import and process bonuses, commissions, prior pay adjustments, retroactive pay, and other special payment types each pay cycle, verifying amounts against supporting documentation before submission.

• Review timesheet batch, commission and bonus reports, tip reports, other pay-related items, each pay cycle and flag discrepancies for correction before pay is finalized.

• Enter and verify payroll data terminations, benefit deductions and arrears, leave accruals, and commissions -- against source documentation provided by HR and location managers.

Termination Processing:

• Complete manual final pay calculations for terminated team members -- including regular wages, accrued PTO, commissions, and other applicable pay elements -- applying the final pay timing and calculation requirements of the team members work state.

• Set up team members ACH direct deposit authorizations for terminations, verifying banking information accuracy before submission for processing.

• Coordinate final pay calculations for terminating team members in accordance with state-specific final pay timing requirements, escalating unclear situations to the Payroll Manager.

Timekeeping Coordination:

• Monitor time and attendance records across locations each pay period and follow up directly with location managers on missing punches, unapproved timesheets, or unusual overtime before payroll is processed.

• Coordinate correction of timecard errors with location managers and confirm corrected time is reflected before finalizing pay.

• Maintain a payroll processing calendar and communicate upcoming deadlines to location and district managers to keep timekeeping submissions on schedule.

Multi-State Payroll Coordination:

• Process payroll for team members in multiple states in accordance with established procedures, following the state and local payroll tax rules, deductions, and filing requirements provided by the Payroll Manager or tax authorities.

• Monitor state and local tax law updates as directed and notify the Payroll Manager of changes that may require an update to payroll procedures.

ADP Workforce Now Support:

• Use ADP Workforce Now to run payroll reports, work with Payroll Manager regarding audits or projects involving tax filings and end of year reporting including W2s.

• Troubleshoot routine payroll issues within ADP Workforce Now using standard troubleshooting steps, escalating complex or unresolved issues to the Payroll Manager to minimize disruption to payroll operations.

Reporting, Reconciliation & Recordkeeping:

• Prepare and submit payroll-related reports to Payroll Manager, including labor distribution reports, tax filings, and benefits reconciliations.

• Reconcile payroll accounts and verify the accuracy of payroll-related journal entries prior to routing them to Accounting.

• Maintain organized, audit-ready payroll files and documentation (both electronic and physical, as applicable) in accordance with the company's recordkeeping requirements and retention schedule.

• Provide payroll data to the accounting and finance teams to support proper payroll cost allocation

Compliance Coordination:

• Serve as the point of contact for incoming wage garnishment and levy orders, logging each order, calculating the required withholding per the order's instructions, and coordinating responses with the issuing agency and the Payroll Manager.

• Upload and maintain wage garnishment orders in ADP Workforce Now, ensuring deductions are set up accurately and applied starting with the correct pay period.

• Serve as the primary point of contact with the company's garnishment processing vendor, providing requested documentation, confirming order setup, and resolving discrepancies between vendor records and payroll records.

Team Member Support & Inquiries:

• Respond to routine team member payroll inquiries regarding pay discrepancies, commissions, deductions, PTO balances, and general payroll-related questions, escalating non-routine issues to the Payroll Manager.

• Provide excellent customer service by maintaining open communication and resolving payroll issues in a timely manner.

Audit & Special Projects Support:

• Assist with special payroll projects as assigned, including system upgrades, data cleanup initiatives, and year-end processes.

Cross-Functional Coordination:

• Identify and suggest process improvements for payroll efficiency and accuracy and submit recommendations to the Payroll Manager for review and approval.

What We're Looking For

• Associate's Degree in Accounting, Finance, Business Administration, or related field is preferred.

• Minimum of 3+ years of payroll experience, with a strong background in payroll processing for a mid-to-large-sized organization.

• Extensive experience with ADP Workforce Now platform is required.

• Experience coordinating timekeeping or payroll activity across multiple locations or managers preferred.

• Advanced proficiency in Microsoft Excel (pivot tables, vlookups, advanced formulas, and data analysis).

• Strong knowledge of payroll-related tax laws, deductions, and compliance regulations.

• Preferred: Working knowledge of California, Texas, Arizona, and Colorado wage & hour laws and regulations (e.g., state-specific overtime, meal/rest break, pay frequency, and final pay requirements).

• Strong organizational skills and the ability to track multiple deadlines and follow-ups across locations at once.

• Ability to maintain confidentiality and handle sensitive payroll data.

• Excellent attention to detail and accuracy.

• Strong problem-solving skills and comfort following up directly with managers to resolve time and pay discrepancies.

• Effective communication skills, both written and verbal, including comfort explaining payroll information clearly to team members at all levels.

What We Provide

• Medical / Dental / Vision coverage

• STD, LTD and Life Insurance Options

• 401(k) with company match

• Free unlimited car washes

• Accrued vacation time

• Paid holidays

• Sick time

• Tuition reimbursement