Manager

Payroll Manager

Remote Opportunity | US-Based Client

Hours 3pm -12am & 4pm -1am SA time

About the Role

We are seeking an experienced, detail-oriented Payroll Manager to oversee payroll operations for a growing US-based payroll and HR services organization. This role is ideal for a payroll professional with strong knowledge of US payroll regulations, multi-state payroll processing, payroll tax compliance, and payroll administration.

The Payroll Manager will be responsible for ensuring accurate and timely payroll processing across multiple client accounts, overseeing payroll tax filings, maintaining compliance with applicable regulations, and resolving complex payroll issues. The successful candidate will also manage payroll workflows, maintain strong client relationships, and identify opportunities to improve efficiency and accuracy across the payroll function.

Key Responsibilities

Payroll Processing & Administration

• Oversee end-to-end payroll processing for multiple US-based clients, ensuring accuracy and adherence to payroll deadlines.
• Review payroll calculations, employee earnings, deductions, bonuses, commissions, reimbursements, and tax withholdings.
• Manage regular, off-cycle, and special payroll runs, ensuring employees and contractors are paid accurately and on time.
• Oversee direct deposits, payroll adjustments, employee changes, and terminations.
• Ensure accurate processing of W-2 employees and 1099 contractors, where applicable.
• Reconcile payroll registers, earnings, deductions, and payroll liabilities.
• Investigate and resolve payroll discrepancies, payment issues, and processing errors.
• Oversee payroll year-end activities, including W-2 and 1099 reporting.

Payroll Tax & Compliance

• Oversee federal, state, and local payroll tax calculations, deposits, and filings.
• Ensure compliance with applicable US payroll legislation and tax regulations.
• Manage multi-state payroll requirements, including state and local tax registrations and withholding obligations.
• Investigate and resolve payroll tax notices, discrepancies, and outstanding filings.
• Monitor changes in payroll legislation and implement necessary operational updates.
• Maintain accurate payroll documentation and records to support audits and compliance reviews.
• Ensure payroll processes adhere to internal controls, confidentiality requirements, and applicable data protection standards.

Client Account Management

• Manage payroll operations across multiple client accounts, ensuring each client's payroll requirements are met.
• Communicate with clients regarding payroll deadlines, employee changes, missing information, discrepancies, and outstanding approvals.
• Respond to complex payroll queries and provide timely, professional resolutions.
• Build and maintain strong client relationships through reliable service delivery and proactive communication.
• Support new client onboarding, payroll setup, system implementation, and account transitions.
• Work closely with clients to understand their payroll structures, reporting requirements, and operational needs.

Systems & Reporting

• Oversee payroll software, timekeeping systems, and integrations with HR and accounting platforms.
• Review payroll reports, reconciliation statements, tax liabilities, and exception reports.
• Ensure employee data, pay rates, deductions, and banking information are accurately maintained.
• Monitor payroll processing timelines, outstanding tasks, and potential compliance risks.
• Identify opportunities to streamline payroll workflows, improve reporting, and reduce manual errors.
• Maintain secure and organized payroll records.

Team Coordination & Quality Control

• Coordinate payroll workloads and ensure all processing activities are completed within required deadlines.
• Review payroll work for accuracy and consistency.
• Provide guidance and technical support to payroll administrators and specialists.
• Establish quality-control procedures and standard operating processes.
• Identify recurring errors and implement corrective measures.
• Collaborate with HR, accounting, benefits, and client service teams to resolve payroll-related issues.

Requirements

• Minimum of 5 years' experience in payroll processing, payroll administration, or payroll management.
• Previous experience overseeing payroll operations and taking responsibility for payroll accuracy and deadlines.
• Strong knowledge of US payroll processing and federal, state, and local payroll tax requirements.
• Experience managing payroll for multiple clients or business entities.
• Solid understanding of multi-state payroll and applicable tax withholding requirements.
• Experience with payroll reconciliations, payroll liabilities, tax filings, and year-end reporting.
• Knowledge of W-2 employee payrolls and 1099 contractor payments.
• Experience investigating payroll discrepancies and resolving complex payroll issues.
• Proficiency in payroll software, Microsoft Excel, and related HR or accounting systems.
• Strong analytical, organizational, and problem-solving skills.
• Excellent written and verbal English communication skills.
• High attention to detail and the ability to manage multiple deadlines simultaneously.
• Strong client service skills and the ability to communicate payroll information clearly.
• Ability to work independently, exercise sound judgment, and handle confidential financial and employee information.
• Flexibility to work according to US business hours.

Advantageous Experience

• Experience working for a US payroll service bureau, payroll outsourcing provider, or professional payroll services company.
• Experience managing multi-state payroll across multiple client accounts.
• Familiarity with payroll platforms such as ADP, Paychex, Gusto, Paylocity, or similar systems.
• Experience with QuickBooks or other accounting software and payroll integrations.
• Knowledge of benefits deductions, PTO accruals, garnishments, and time-and-attendance systems.
• Experience supporting payroll audits, tax reconciliations, and year-end close processes.
• Previous experience supervising payroll administrators or payroll specialists.

Ideal Candidate

The ideal candidate is a hands-on payroll professional who understands the importance of accurate, compliant, and timely payroll processing. They are comfortable managing multiple payroll cycles, resolving complex tax and payment issues, and ensuring that all client accounts receive consistent, reliable service.

They should be highly organized, analytical, and proactive, with the ability to identify discrepancies, manage competing priorities, and improve payroll processes. Strong communication skills, sound judgment, and a commitment to confidentiality are essential.