Payroll Coordinator POST NUMBER: 455176
Position Summary
We are seeking a detail-oriented and proactive Payroll Coordinator to join our dynamic finance team. The successful candidate will demonstrate exceptional communication skills—both written and verbal—and possess the ability to anticipate and resolve issues efficiently. This role requires a high level of organization, accuracy, and the ability to multitask in a fast-paced environment while processing payroll for 1,000-1,500 employees per pay cycle.
Key Responsibilities
Core Payroll Processing
- Process domestic payroll for 1,000-1,500 employees per pay cycle, including expatriates on split pay and consultants
- Review overtime schedules and upload to ADP database
- Calculate pro-rated salaries for new hires, terminations, and employees on leave
- Maintain comprehensive files for employee banking information, tax forms, and payroll backup documentation
Data Management & Quality Assurance
- Audit data changes in payroll output reports and research system errors
- Make necessary corrections in payroll database to ensure accuracy
- Review payroll status reports and manage scheduled and retroactive payroll deductions
- Run interface files to import and export data between HR, Payroll, and Benefits systems
Reporting & Communication
- Prepare payroll funding schedules for Treasury department
- Distribute payroll reports to Accounting and Pension Coordinator
- Process and upload General Ledger output files to accounting system
- Respond to payroll inquiries from Office Administrators and Department Managers
- Communicate with HR and Benefits teams as required
Process Improvement & Documentation
- Develop and implement Standard Operating Procedures (SOPs) for payroll processes
- Handle non-traditional responsibilities including data processes and one-time payments
- Support new hire onboarding processes
- Contribute to team efficiency and process optimization initiatives
Required Qualifications
- 3-5 years of payroll processing experience with high-volume payroll (1,000 employees preferred)
- ADP systems experience required (any level acceptable - we provide additional training)
- Advanced Microsoft Excel proficiency (pivot tables, VLOOKUP, formulas, data analysis)
- Proficiency in Microsoft Word and Outlook
- Strong written and verbal communication skills with ability to explain payroll procedures to management
- Excellent reading comprehension and attention to detail
- Ability to work independently and collaboratively in a team environment
- Strong ethical standards and high level of personal and professional integrity
- Flexibility to work overtime during payroll processing weeks and quarterly/year-end deadlines with minimal advance notice
Preferred Qualifications
- Experience with ADP Vantage HCM, iReports, ADP Reporting, and ADP GL
- Kronos Time & Attendance System experience
- Workday experience (we are transitioning to this platform)
- Accounting background or coursework
- Experience developing SOPs and process documentation
- Previous experience in a professional services or multi-location environment
Work Environment
- Hybrid schedule: Tuesday through Thursday in-office, with flexibility for remote work on Mondays and Fridays
- Collaborative team environment with 1 manager and 1 fellow payroll specialist
- Supportive training environment - you will not be expected to work independently without proper guidance and support
- Fast-paced, deadline-driven environment with opportunities for professional growth
What We Offer
- Opportunity to work with a global, diverse team
- Professional development and training opportunities
- Hybrid work flexibility
- Chance to contribute to process improvement and documentation initiatives
- Supportive team structure with mentorship and guidance
Vaco by Highspring values a diverse workplace and strongly encourages women, people of color, LGBTQ+ individuals, people with disabilities, members of ethnic minorities, foreign-born residents, and veterans to apply.
EEO Notice
Vaco by Highspring is an Equal Opportunity Employer and does not discriminate against any employee or applicant for employment because of race (including but not limited to traits historically associated with race such as hair texture and hair style), color, sex (includes pregnancy or related conditions), religion or creed, national origin, citizenship, age, disability, status as a veteran, union membership, ethnicity, gender, gender identity, gender expression, sexual orientation, marital status, political affiliation, or any other protected characteristics as required by federal, state or local law.
Vaco by Highspring and its parents, affiliates, and subsidiaries are committed to the full inclusion of all qualified individuals. As part of this commitment, Vaco by Highspring and its parents, affiliates, and subsidiaries will ensure that persons with disabilities are provided reasonable accommodations. If reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact HR@vaco.com .
Vaco by Highspring also wants all applicants to know their rights that workplace discrimination is illegal.
By submitting to this position, you agree that you will be giving Vaco by Highspring the exclusive right to present your as a candidate for the foregoing employment opportunity. You further agree that you have represented information about yourself accurately and have not affirmatively misrepresented your qualifications. You also agree to maintain as confidential, to the fullest extent permitted by law, any information you learn from Vaco by Highspring about the position and you will limit disclosure of information about the position only to the extent necessary to perform any obligations in furtherance of your application. In exchange, Vaco by Highspring agrees to exercise reasonable efforts to represent you through all solicitation, job screening and resume dispersal.
Privacy Notice
Vaco by Highspring and its parents, affiliates, and subsidiaries (“we,” “our,” or “Vaco by Highspring”) respects your privacy and are committed to providing transparent notice of our policies.
- California residents may access Vaco by Highspring HR Notice at Collection for California Applicants and Employees here.
- Virginia residents may access our state specific policies here.
- Residents of all other states may access our policies here.
- Canadian residents may access our policies in English here and in French here.
- Residents of countries governed by GDPR may access our policies here.
Pay Transparency Notice
Determining compensation for this role (and others) at Vaco by Highspring depends upon a wide array of factors including but not limited to:
- the individual’s skill sets, experience and training;
- licensure and certification requirements;
- office location and other geographic considerations;
- other business and organizational needs.
With that said, as required by local law, Vaco by Highspring believes that the following salary range referenced above reasonably estimates the base compensation for an individual hired into this position in geographies that require salary range disclosure. The individual may also be eligible for discretionary bonuses.