Payroll and Benefits Manager

Location: On-Site (New York, NY)
Reports to: Human Resources Director
FLSA Status: Exempt

JOB SUMMARY:
We are seeking a detail-oriented and experienced Payroll and Benefits Manager to manage and optimize our payroll and employee benefits processes. This role plays a critical part in ensuring our employees are paid accurately and on time, and that our benefits programs are administered smoothly and compliantly. As an individual contributor, the Payroll & Benefits Manager must be hands-on, adapt quickly to change, and have the ability to work well in a fast-paced dynamic environment. The ideal candidate will bring deep expertise in payroll processing, benefits administration, and HR systems — with a strong preference for experience using Rippling.

ESSENTIAL DUTIES & RESPONSIBILITIES:

Payroll Administration:
-Process end-to-end bi-weekly and semi-monthly payroll for 350+ employees across 35+ locations, multiple states, and legal entities, ensuring accuracy, timeliness, and compliance.
-Ensure proper calculation and processing of salaries, adjustments, bonuses, overtime, leave usage, garnishments, and other deductions.
-Validate and reconcile payroll prior to submission, including review of time reports, earnings, and deductions.
-Ensure compliance with all federal, state, and local payroll, wage, and hour laws.
-Set up and manage State Income Tax (SIT) and State Unemployment Insurance (SUI) accounts for new states as the company expands.
-Prepare and file quarterly and annual payroll tax returns, including W-2s, 1099s, and other required documentation.
-Maintain compliance for all payroll processes and support internal and external audits.
-Manage payroll operations including general ledger mapping, reconciliations, tax reporting, and quarter/year-end close activities.
-Serve as the primary payroll expert with strong knowledge of payroll systems, tax compliance, GL integration, and error resolution.
-Develop, implement, and maintain payroll policies and procedures, identifying areas for process improvement and automation.
-Act as the main point of contact for employee payroll inquiries, providing prompt and accurate support.
-Collaborate with HR, Finance, and other departments to ensure employee data changes are reflected accurately in payroll (e.g., new hires, terminations, salary changes).
-Partner with Finance and Accounting teams on audits, reconciliations, and payroll-related reporting.
-Benefits Administration: Administer a full range of employee benefits programs including medical, dental, vision, life insurance, disability, COBRA, FMLA/LOA, HSA/FSA, and tuition reimbursement.

Benefits Administration:
-Serve as the primary contact for benefits-related questions, ensuring accurate and timely resolution for employees.
-Ensure new hires are enrolled in benefits plans on a timely basis; follow up as needed
-Maintain database to ensure benefit additions, changes and terminations are processed by insurance carriers
-Oversee day-to-day 401(k) administration including enrollments, rollovers, distributions, loans, hardship withdrawals, and compliance testing.
-Partner with plan providers and third-party administrators to ensure fiduciary responsibilities are met, annual discrimination testing and audits are completed, and required government filings are submitted on time.
-Serve as liaison between the company and benefits vendors, brokers, and third-party administrators.
-Ensure compliance with all applicable federal and state regulations including ERISA, HIPAA, COBRA, ACA, and IRS requirements.
-Supports the annual open enrollment process, including system configuration, employee education, and communication efforts.
-Collect and reconcile benefits data for monthly invoicing.
-Coordinate the review and payment of administrative fees and premium invoices for all group plans.

COMPETENCIES:
-Strong knowledge of payroll and benefits regulations, including FLSA, ACA, COBRA, and ERISA
-Experience evaluating and improving payroll workflows, systems, and technology to enhance accuracy and scalability
-Significant experience administering employee benefits, including managing payroll feeds, reconciling deductions, and coordinating across multiple carriers and retirement plan record-keepers
-Advanced proficiency in Microsoft Excel and other data analysis tools
-Highly proactive and analytical with strong attention to detail
-Ability to handle confidential information with discretion and professionalism
-Excellent interpersonal, written, and verbal communication skills
-Ability to work well independently and collaboratively within a team environment

EDUCATION AND EXPERIENCE:
-BA/BS in Human Resources, Finance, Accounting, Business, or a related field
-5+ years of experience in payroll processing and benefits administration, preferably in a multi-state, multi-entity environment
-Experience with payroll software and HRIS systems (Rippling strongly preferred)

WORK ENVIRONMENT:
-This job will be on-site (4) days per week, based out of our NYC office.

TRAVEL REQUIRED:
-This position requires minimal travel, up to 10%, to our headquarters office for in-person meetings and to our pet care centers in order to familiarize yourself with projects and ensure timelines are met. 

PHYSICAL REQUIREMENTS: 
-Ability to remain in a stationary position for extended periods while using a computer.

Compensation & Benefits:
-The base salary range for this role is $100,000 – $125,000, depending on experience and qualifications. In addition, we offer a comprehensive benefits package.

This job description in no way states or implies that these are the only duties to be performed by the employee filling this position. The employee will be required to follow any other job-related instructions and to perform any other job-related duties requested by management.  Management has the right to add to, revise, or delete information in this job description. Reasonable accommodation will be made to enable qualified individuals with disabilities to perform the essential functions of this position.

This document does not create an employment contract, implied or otherwise, other than an “at will” employment relationship.

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Petfolk is an equal opportunity employer. It is the policy of the company to prohibit discrimination and harassment of any type and to afford equal employment opportunities to employees and applicants without regard to race, color, religion, sex, national origin, age, disability, genetic information, gender identity or expression, or veteran status.