HR Benefits and Payroll Manager

Summary

The HR Benefits & Payroll Manager leads AOI's payroll operations and oversees day-to-day employee benefits administration. This position is accountable for accurate and timely payroll processing through ADP Workforce Now, payroll tax compliance, reconciliations, reporting, and operational controls, while ensuring reliable employee benefits service and administration.

The position supervises payroll and benefits support staff and partners with Finance, Accounting, HR leadership, ADP, and external service providers. Gallagher remains AOI's third-party benefits consultant and leads strategic advisory work involving plan design, renewals, and market benchmarking; this role coordinates implementation, internal administration, and employee support.

Responsibilities

• Oversee accurate, timely semi-monthly payroll processing through ADP Workforce Now, including payroll review, approvals, adjustments, off-cycle payments, and final payroll reconciliation.
• Lead and develop payroll and benefits staff; assign responsibilities, establish backup coverage, review work quality, and resolve escalated operational issues.
• Maintain hands-on working knowledge of ADP Workforce Now Payroll, Time & Attendance, employee data, payroll configurations, earnings and deductions, and payroll reporting.
• Review payroll inputs including new hires, separations, compensation changes, promotions, bonuses, overtime, shift differentials, leave, garnishments, and benefit deductions for accuracy and proper authorization.
• Oversee federal, state, and local payroll tax compliance, including withholding, tax jurisdiction setup, agency registrations, quarterly and annual filings, W-2s, and resolution of ADP or agency notices; coordinate with ADP and tax advisors as appropriate.
• Monitor multi-state payroll requirements, wage-and-hour compliance, record retention, and payroll-related regulatory changes; escalate complex matters to HR leadership or external advisors.
• Prepare and review payroll registers, general ledger and labor-cost reports, payroll accruals, deduction and tax liability reconciliations, and supporting schedules for Finance and Accounting.
• Research payroll-to-GL variances, funding discrepancies, tax adjustments, retroactive payments, and other exceptions; coordinate corrections and document resolution.
• Establish payroll controls, audit trails, approval workflows, SOPs, and segregation-of-duties practices to protect payroll accuracy, confidentiality, and compliance.
• Support internal and external audits by preparing payroll, tax, benefits, 401(k), and compensation records and reconciling requested supporting documentation.
• Coordinate with HRIS, IT, ADP, and Finance on payroll system configuration, timekeeping integrations, reporting improvements, and process automation.
• Oversee daily administration of medical, dental, vision, life, disability, HSA/FSA, COBRA, 401(k), and other company-sponsored benefits through the Benefits & Onboarding Administrator and applicable vendors.
• Ensure timely and accurate benefit enrollments, terminations, qualifying life events, eligibility updates, carrier feeds, and employee payroll deductions; resolve discrepancies through routine audits.
• Coordinate annual Open Enrollment execution, employee communications, system readiness, enrollment support, and post-enrollment reconciliation in partnership with Gallagher, carriers, and HR leadership.
• Serve as AOI's internal operational liaison to Gallagher, carriers, COBRA administrators, retirement plan providers, and other vendors; escalate employee service and coverage issues as needed.
• Partner with Gallagher and HR leadership on benefits renewals, plan design recommendations, benchmarking, and regulatory guidance; support data requests, communications, and implementation rather than independently leading benefits strategy.
• Oversee administration of COBRA, retirement plan contributions, life and disability claims coordination, and related employee or beneficiary inquiries, working with external administrators and advisors.
• Maintain awareness of applicable ACA, ERISA, COBRA, HIPAA, and retirement-plan requirements and coordinate compliance activities and required notices with Gallagher, vendors, and legal advisors.
• Provide recurring payroll and benefits metrics, cost analysis, variance reporting, and operational updates to HR leadership, Finance, and Accounting.
• Maintain confidentiality of employee payroll, tax, compensation, dependent, and benefits information and perform other HR Operations duties as assigned.

Qualifications

• Bachelor's degree in Human Resources, Accounting, Finance, Business Administration, or related field; equivalent relevant experience may be considered.
• 5+ years of progressively responsible payroll and/or HR operations experience, including substantial hands-on payroll processing and review responsibility; prior team leadership preferred.
• Required: demonstrated hands-on experience processing and managing payroll in ADP Workforce Now (ADP WFN); knowledge of its payroll reports, deductions, and tax functionality.
• Strong working knowledge of federal and multi-state payroll tax withholding, registrations, filings, W-2 reporting, payroll adjustments, and payroll compliance requirements.
• Experience with payroll reconciliations, general ledger reporting, labor-cost reporting, accruals, and coordination with Accounting or Finance.
• Experience reviewing time and attendance, overtime, bonuses, garnishments, compensation changes, and payroll controls in a multi-department environment.
• Working knowledge of employer-sponsored health and welfare benefits, COBRA, 401(k), open enrollment, and employee benefits administration.
• Experience coordinating with benefits brokers or consultants, carriers, third-party administrators, and payroll service providers.
• Advanced Microsoft Excel skills, including data reconciliation, pivot tables, lookups, and payroll reporting analysis.
• Strong people leadership, attention to detail, judgment, communication, confidentiality, and ability to meet strict payroll deadlines.
• ADP Workforce Now Payroll & Timekeeping
• Payroll Tax & Multi-State Compliance
• Payroll Reconciliation & Accounting Reporting
• Payroll Controls, Audits & Process Improvement
• Benefits Administration & Vendor Coordination
• Employee Service & Escalation Management
• Team Leadership & Cross-Functional Collaboration

Location

This position will be on-site based in Sugar Land, Texas.

Why AOI?

In addition to competitive salary, AOI offers

• Flexible and competitive health (medical, dental, vision) plans offer the employee with the right options to meet individual and family needs
• Employer matching on 401(k) deferrals
• Generous PTO policy, with unused PTO payout at end of the year
• Relocation package available within US
• Immigration sponsorships (Must be currently authorized to work in the US)