Payroll Manager

About HED: We are a team that is full of ideas, experience, creativity, passionate opinions, insatiable curiosity, uncompromising integrity, commitment, and skill. Our culture is about aspiration, embracing change and challenges, listening to (and learning from) each other, encouraging continual learning, and inspiring collective growth. As an inclusive, integrated architecture and engineering practice, we value the diversity of perspectives, experiences, abilities, and expertise that advance both the work we do, and the world we share.

Position Summary: This position requires a reliable and detail-oriented individual to accurate and timely oversee the process of payroll for all employees. The ideal candidate will have a strong understanding of payroll procedures, labor and tax laws, and payroll software. This role requires excellent organizational skills and the ability to maintain confidentiality while supporting a fast-paced, deadline-driven environment.

Due to the time-sensitive nature of payroll processing, planned time off must be coordinated around established payroll schedules and company pay dates to ensure payroll is processed accurately and on time. Flexibility may be required during critical payroll-processing periods.

Essential Functions:

• Manage the day-to-day oversight of the external payroll processing provider and ensure timely and accurate payroll submissions, including special payrolls (e.g. bonus, termination)
• Manage US and Canadian payroll requirements in alignment with local, provincial, state, and federal laws, including coordination of pay schedules, tax filings, and statutory benefits with the outsourced provider
• Oversee employee timesheets and ensure accuracy of hours worked and paid time off
• Verify payroll deductions, including taxes, benefits, garnishments, and retirement contributions
• Resolve discrepancies related to payroll, timekeeping, and employee compensation
• Review and reconcile payroll data and general ledger entries; ensure alignment between payroll and finance
• Respond to employee inquiries regarding payroll, direct deposit, and deductions
• Present payroll reports for internal departments as needed
• Lead annual payroll cycles, including year-end process, W-2’s, compliance filings, and 401(k) audits
• Ensure transition of all employees to electronic W-2’s
• Review payroll provider’s SOC-1 report to ensure Company controls are adequate and implement improvements
• Oversee internal and external audits as the POC for documentation, reports and process walkthroughs
• Analyze paid time off and reconcile to general ledger; manage the distribution of monthly reporting to supervisors regarding usage
• Quarterly and annual 941 reconciliation
• Review payroll records and supporting documentation for each pay period to ensure accuracy and completeness
• Document and maintain current payroll procedures and ensure the payroll backup is properly trained
• Initiate and implement improvements with external departments to streamline processes
• Prepare annual labor budget for use in Company-wide budget process.
• Prepare incentive compensation calculation semi-annually
• Review expense reports for proper documentation and compliance with Company policy
• Manage workers’ compensation classifications and annual audit
• Maintain annual business registrations
• Other accounting tasks as deemed necessary

Requirements:

• Bachelor’s degree in accounting, economics or related field required
• Five years of payroll experience required
• Five years of experience managing payroll in professional services or AEC environment dealing with multi-state payroll complexities required
• Excellent attention to detail and data accuracy
• Experience with Workday and ADP preferred
• Strong knowledge of Microsoft Excel
• Ability to manage confidential and sensitive information

Physical Requirements:

• Prolonged periods of sitting at a desk and working on a computer
• Must be able to effectively communicate in writing and verbally via phone, video conferencing, and in-person
• Visual acuity to perform responsibilities

Work Environment:

• We embrace a hybrid model that promotes both autonomy and collaboration, including the freedom to work from home, with regular in-office days to connect with teammates and build culture
• The office is a professional, open-space environment for collaborative and independent work

Other Duties: Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.