What are the responsibilities and job description for the Payroll & Benefits Administrator position at Rep Data?
Department: People Success
Location: New Orleans, LA
ABOUT US
Rep Data consists of a group of experienced industry veterans looking to revolutionize the survey data and sampling process. Our clients include the world's top management consultancies, market research agencies, and brands. Our mission is to make our clients' research process easier and to be a reliable, repeatable data collection partner. For life! If you are passionate about delighting customers and simplifying the inherent complexities of data collection, we want to hear from you!
Location: There is a preference for this candidate to be in the New Orleans area (where HQ is and where several executive team members are hybrid). The position is open to US-based candidates who are currently authorized to work in the US without visa sponsorship.
The Payroll and Benefits Administrator will act as the administrator for all payroll, benefits, 401k and compliance tasks for all employees. The position is a vital role with significant obligations and requires someone who is extremely organized and detail oriented with the ability to multitask and enforce company policies and procedures. Reporting to the Director, People Success, this role will ensure the smooth operation of HR processes while assisting with office management and executive administrative responsibilities.
WHAT YOU WILL DO:
Payroll Administration:
- Oversee the processing of bi-weekly/semi-monthly/monthly global payrolls ensuring accuracy and compliance with company policies and regulatory requirements.
- Partner with Finance to calculate monthly commissions and quarterly bonus incentives and enter into payroll.
- Serve as the primary point of contact for payroll-related inquiries providing clear and accurate responses to employee questions regarding pay, deductions, and taxes.
- Maintain and update payroll records, including tax forms, and employee wage data, ensuring all information is stored confidentially and securely.
- Process garnishments, child support orders, tax levies, quarterly tax verifications, third party disability reports and workers compensation reports.
- Assist with payroll-related projects such as system upgrades, transitions, or audits as requested by the Director, People Success and Finance department.
- Ensure accurate setup, reporting, and remittance of state and local payroll taxes for all applicable jurisdictions.
- Maintain compliance with tax regulations by registering in new states as needed, managing tax rate updates, and addressing tax notices or discrepancies promptly.
- Collaborate with payroll vendors, finance, and government agencies to resolve issues and ensure timely filings.
- Process all new hire paperwork and current employee changes, maintaining accurate and complete employment files
- Assist with employee benefits programs, including health insurance, retirement plans (i.e.,401k), and other company-sponsored benefits. Provide employees with information regarding eligibility, enrollment processes, and coverage options.
- Address employee inquiries regarding benefits, resolve issues related to claims, coverage, and eligibility, and act as the liaison between employees and benefits providers.
- Educate employees about benefits options, coverage changes, and new benefit offerings.
- Assist with audits related to employee benefits, ensuring data accuracy and compliance with regulatory requirements.
- Assist with updating and distributing company policies as needed to ensure compliance with changing labor laws and regulations.
- Provide general administrative support to the HR department, including maintaining employee records, filing, and preparing reports.
- Provide administrative support to NOLA senior leadership, including scheduling, reporting, and correspondence.
- Coordinate coworking spaces, meeting rooms, and event logistics to facilitate team collaboration.
- Conduct research and gather pricing or contract information for travel and venue accommodations, helping streamline planning efforts.
- Assist with general office tasks, including ordering supplies, arranging travel as needed, and supporting basic reconciliations in spreadsheets.
- Required experience:
- Minimum of 5 years of in-house payroll and benefits management experience, demonstrating exceptional organizational skills and a strong ability to manage sensitive and confidential information with precision, accuracy, and full compliance with applicable regulations.
- Experience in ADP, UKG, Ceridian, Paylocity OR similar HRIS and payroll software. We use Rippling as our HRIS, so if you have that experience - that is the cherry on top!
- Experience managing employee benefits programs (health insurance, 401k, etc.) and knowledge of benefits compliance regulations.
- High attention to detail with an emphasis on accuracy and compliance in payroll and benefits administration.
- Strong written and verbal communication skills, with the ability to interact effectively with employees and management.
- Proven ability to handle sensitive and confidential information with integrity.
- Strong understanding of payroll and benefits regulations and compliance, including tax laws, employee benefits programs, and deductions.
- Ability to manage multiple priorities, balancing payroll, benefits administration, and other HR functions in a dynamic environment.
- Excellent organizational and time-management skills with the ability to meet deadlines consistently.
- Preferred experience:
- Experience with international HR for a non-US entity that might have different labor laws (currently we have a South Africa entity)
- Other items in our tech stack: G-suite, Slack, Zoom, Monday.com, Snappy/Tremendous (rewards), Fidelity (401k), Carta (comp benchmarking), PinPoint (ATS)
- Attributes:
- Excellent ability to organize, prioritize and multitask.
- Ability to thrive in an ambiguous environment with a high degree of autonomy.
- Excellent communication skills, both written and verbal.
- Strong interpersonal skills and collaboration with others.
- Solid understanding of principles of small business management.
- Positive energy and ability to handle stress in the face of challenges.
- Flexible and creative.
- Competitive base salary, plus opportunity for quarterly bonus program based on company and individual performance
- Employer subsidized medical, dental, and vision coverage
- Paid time off and paid holidays
- 401K plan and matching program
- Work from home with reimbursements for work-related expenses
- Company-provided computer
- Paid volunteer program
