Payroll & Benefits Coordinator

Description

The Payroll and Benefits Coordinator is responsible for the accurate and timely processing of payroll across all SeamonWhiteside offices. This role involves entering and verifying payroll data, maintaining internal controls, and supporting audit requirements. The Coordinator serves as the primary point of contact for payroll, timekeeping, and PTO-related inquiries. This position also manages the administration of employee benefits programs, including medical, dental, vision, disability, life insurance, 401(k), FSA, COBRA, and wellness initiatives. Responsibilities include processing benefit elections, assisting employees with enrollment and claims, tracking leave programs (FMLA, STD, LTD, Parental Leave), reconciling insurance invoices, coordinating annual audits (Form 5500), and maintaining compliance with federal and state regulations. The Payroll and Benefits Coordinator collaborates closely with both the Finance and Human Resources departments and must have a solid understanding of multi-state payroll, tax laws, and benefit regulations. The ideal candidate is detail-oriented, highly organized, and capable of managing multiple priorities in a fast-paced environment.

About Us

Since the company’s beginning in 1985, we’ve blended the disciplines of civil engineering and landscape architecture from concept to completion to create places of legacy and inspiration for our clients, community, and family. There is a big difference in how engineers and landscape architects visualize a project. At SW we approach every plan from both points of view, working together to create a successfully integrated venture. In our world, that’s a good thing.

With the goal of being the best design firm in the region, the SW leadership team continues to attract the brightest talent, each with a unique expertise. SW ’s water resources team expands our diverse portfolio at a variety of scales in both the public and private sectors including flood studies, stormwater and water/wastewater management, utilities infrastructure design, and resiliency planning.

With over 195 employees, and offices in Mount Pleasant, Greenville, Summerville, and Spartanburg, SC as well as Charlotte and Raleigh, NC, SW inspires employees to stand behind its tagline, of designing innovative spaces that enrich lives and leave a legacy for future generations.

Company culture is at the core of who we are. SW offers a mentorship program and other professional growth opportunities. In addition, company sponsored events, such as golf tournaments, sports teams and happy hours, along with philanthropic endeavors provide opportunities throughout the year to lift morale and strengthen bonds between coworkers.

Requirements

Payroll & Finance Responsibilities

• Process and manage all aspects of payroll, including regular wages, bonuses, paid leave, garnishments, deductions, and reimbursements, for all SW locations.
• Maintain accurate records and generate reports of payroll transactions.
• Process employee expense reports through Unanet and integrate them into payroll batches.
• Update wellness benefit contributions and deductions in the payroll system.
• Maintain and update payroll deduction and benefit codes in the HRIS system.
• Partner with HR to implement payroll changes related to hires, terminations, and employee updates.
• Prepare and distribute W-2 forms and manage any necessary corrections. Administer W-4 form updates and changes.
• Generate payroll-related reports for senior leadership as needed.
• File and manage registrations for state and local payroll tax compliance (e.g., Secretary of State filings, withholding, unemployment).
• Ensure adherence to all federal, state, and local payroll, wage, and hour regulations.
• Provide documentation and records to auditors during payroll audits.
• Offer general support to the HR and Finance team as needed.

Timekeeping & Paid Time Off (PTO)

• Generate and distribute timesheet reports.
• Manage PTO accruals, balances, and adjustments.
• Act as the primary contact for employee PTO inquiries.
• Post bi-weekly PTO accruals for all employees

Benefits Administration

• Approve new hire benefit elections within the HRIS system (Paylocity).
• Meet with employees regarding FMLA, Short-Term Disability (STD), Long-Term Disability (LTD), and Parental Leave; ensure accurate tracking in the HRIS.
• Administer a variety of employee benefits programs including medical, dental, vision, flexible spending accounts (FSA), accident and disability insurance, life insurance, 401(k), and wellness initiatives.
• Process and reconcile monthly medical insurance invoices.
• Conduct benefits orientations and assist employees with benefits self-enrollment.
• Maintain benefits filing systems and ensure timely and accurate entry of benefit changes in the payroll system for correct payroll deductions.
• Provide support to employees with claims related to health, dental, life insurance, and other benefit programs.
• Review and verify monthly premium statements for all group insurance policies and maintain statistical data related to premiums, claims, and costs. Resolve administrative issues with insurance carriers.
• Administer COBRA in compliance with federal regulations.
• Respond to unemployment claims with appropriate documentation and review monthly unemployment insurance statements.
•  Assist the HR Director with data gathering and analysis during the annual renewal process for health, life, and retirement plans.
• Organize and facilitate employee meetings to communicate benefits and incentive programs, ensuring all required notices are distributed in a timely manner.
• Coordinate and complete the annual Form 5500 audit for medical benefits.
• Coordinate and complete the annual Form 5500 audit for retirement benefits.
• Point of contact for all Workers Comp employee incidents and tracking. 

Vehicle Tracking & Fleet Management

• Track company vehicle mileage, maintenance, and insurance records.
• Oversee vehicle fleet operations in accordance with company policies and industry standards.
• Maintain up-to-date documentation on all company vehicles.
• Prepare periodic reports (monthly, quarterly, annually) including forecasts, cost analysis, and fleet utilization insights.
• Conduct and document annual Motor Vehicle Report (MVR) checks for applicable employees.

Minimum Requirements 

• Associate’s or Bachelor’s degree in Accounting, Finance, Business Administration, Human Resources, or a related field required; Bachelor’s degree preferred
• Minimum of 3 years of experience in payroll processing and benefits administration, preferably in a multi-state environment.
• Certified Payroll Professional (CPP) or Fundamental Payroll Certification (FPC) preferred
• Experience using HRIS and payroll systems (e.g., Paylocity); experience with Unanet a plus.
• Prior experience with employee benefits programs including health, dental, disability, 401(k), FSA, and COBRA administration.
• Knowledge of payroll tax regulations, wage and hour laws, and employment-related compliance standards.

Required Skills

• Proven experience as a Payroll Coordinator or in a similar payroll-focused role
• Strong understanding of payroll processes and procedures
• Solid knowledge of multi-state payroll, tax laws, and regulatory compliance
• Experience with billing and payroll software; familiarity with Unanet and Paylocity preferred
• Ability to interpret and apply federal and state regulations regarding payroll, benefits, FMLA, Workers' Comp, and unemployment claims.
• Proficiency in Microsoft Office Suite, particularly Excel, and comfort working with payroll and accounting systems.
• High level of discretion and interpersonal skills to manage sensitive and confidential information
• Ongoing commitment to continuing education and staying current with payroll laws and best practices is a plus
• Ability to collaborate effectively with HR, Finance, and external vendors.
• Comfortable working independently and managing multiple deadlines in a fast-paced environment.

Other Skills/Abilities 

• Strong attention to detail and high level of accuracy in data entry and payroll/benefit calculations.
• Ability to handle confidential information with professionalism and discretion.
• Excellent organizational, time management, and problem-solving skills.
• Demonstrated ability to manage multiple competing priorities and meet deadlines
• Clear and professional verbal and written communication skills
• Self-motivated and able to perform under pressure in a fast-paced environment
• Ability to work independently as well as collaboratively across teams
• Positive attitude, strong work ethic, and a team-first mindset

Working Environment/Physical Demands

• General office environment: Works generally at a desk in a well-lit, air-conditioned cubicle/office, with moderate noise levels  
• Periods of stress may occur
• Activities require a significant amount of sitting at office and work desks and in front of a computer monitor 
• Some walking and standing relative to interaction with other personnel