Payroll Coordinator

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 .

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 :

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.