People Operations & Payroll Coordinator

Job Title: People Operations & Payroll Coordinator
Location: Seattle, WA
Employment Status: Regular, Full-time
FLSA Status: Non-exempt
Compensation Range: $60,000-$75,000/year
Reports to: Controller

About Us
Seattle Tree Care is a well-established family-owned company that has been providing exceptional tree care services to the Seattle area for over 15 years. Our dedicated team of 40 professionals is passionate about preserving Seattle’s natural beauty through tree care. As we continue to grow, we are looking for a People Operations & Payroll Coordinator who thrives in a dynamic environment and will contribute to the overall success of our business by ensuring a smooth and effective people operations process. You will play an essential role in fostering a positive work environment for our team while helping streamline payroll and HR processes.

Position Summary
The People Operations & Payroll Coordinator is responsible for administering HR, payroll, and recruiting functions for Seattle Tree Care. This role is crucial to maintaining accurate payroll processing, employee onboarding, recruitment, benefits administration, and ensuring compliance with employment laws. In addition to day-to-day operations, this role will be responsible for building a positive company culture and ensuring our team members have the support they need to succeed. A successful candidate will be highly organized, detail-oriented, a proactive problem solver, and committed to providing excellent service to employees at all levels.

Key Accountabilities

• Lead Recruitment & Talent Acquisition ensuring STC is building our A team to meet our growth goals (30%)
• Ensure employees are paid accurately and timely, by administering bi-weekly payroll (35%)
• Support employees by owning Employee Benefits Administration (10%)
• Foster full cycle positive employee relations & provide HR support to department leaders (10%)
• Maintain HR Compliance & Reporting (10%)
• Own HRIS System & HR Processes (5%)

Regular Execution
Daily 

• Manage HRIS (Human Resources Information System) and ensure all data is updated and accurate.
• Review hourly employee punch cards for accuracy

• Provide timely assistance to employees regarding HR and payroll-related inquiries.
• Ensure new hires have completed onboarding paperwork and orientation.
• Assist with employee inquiries, concerns, and issues related to HR and payroll.

Weekly 

• Coordinate with department managers to ensure recruitment efforts are aligned with staffing needs.
• Provide payroll updates and reports to the Controller.
• Regularly update employee records and manage employee status changes (e.g., promotions, leave of absence, etc.).

Bi-Weekly

• Process bi-weekly payroll accurately and in a timely manner, ensuring compliance with federal, state, and local wage & hour laws.
• Submit payroll reports and data for prevailing wages, 401k, benefits, etc. 
• Ensure employee benefits and deductions (health insurance, retirement contributions, etc.) are processed accurately.

Monthly 

• Process benefits and payroll reconciliations, including tracking employee benefit enrollments.
• Review and update job descriptions with department heads.
• Review compliance reports to ensure all legal requirements are being met.
• Develop, implement, and update HR-related policies and procedures.

Annual

• Manage quarterly and annual payroll reporting and tax filings (W-2s, ACA, OSHA, etc.).
• Assist with year-end audits and ensure proper documentation for payroll compliance.

Ongoing 

• Participate in internal team meetings, providing updates on HR and payroll activities.
• Continually evaluate and improve HR processes and procedures.
• Support HR-related initiatives and programs to enhance employee satisfaction and retention.
• Manage end-to-end recruitment processes, including posting job openings, screening applicants, conducting interviews, and extending offers.
• Partner with hiring managers to ensure job descriptions are up-to-date and aligned with department needs.
• Coordinate and manage the hiring process for all employees, ensuring smooth transitions from candidate selection to onboarding.
• “Sell” the company to potential candidates, highlighting benefits, company culture, and growth opportunities.
• Administer onboarding process for all new hires.
• Administer and track new hire documentation, including I-9, W-4, and other required onboarding paperwork.
• Perform HR/Payroll administration and record keeping, including new hires, terminations, transfers, and changes to pay.

• Administer employee benefits programs, including health insurance, retirement plans, and other company perks.
• Administer company training and gear funds programs.
• Manage quarterly/annual training and events in partnership with the leadership team.
• Ensure company compliance with all relevant labor laws, including wage and hour regulations, OSHA, and other workplace safety laws.
• Ensure accurate record-keeping of employee files, ensuring they are compliant with legal and regulatory requirements.
• Serve as a resource for employee questions regarding benefits, and guide them through enrollment and claims processes.
• Maintain records of employee benefits status and ensure compliance with plan rules and regulations.
• Collaborate with management to foster a positive work environment and help resolve conflicts.
• Support employee engagement initiatives and assist in the development of employee recognition programs.
• Conduct exit interviews and assist in the offboarding process for departing employees.

Required Outputs

• Accurate and timely payroll processing without errors.
• Effective recruitment processes that result in timely hires.
• High level of employee satisfaction with HR services and benefits.
• Continuous compliance with state and federal labor laws.

Hidden Maintenance

• Up-to-date knowledge of federal, state, and local employment laws and regulations. SHRM preferred

Technical Knowledge, Experience, & Skills

• 2 years of experience in HR, payroll administration, or a similar role.
• Experience with HRIS and payroll software (e.g., QuickBooks, Gusto, ADP).
• Proficiency with Google Workspace and Microsoft Office.
• Knowledge of federal and state labor laws and regulations.
• Strong communication, organizational, and time-management skills.
• Ability to handle sensitive and confidential information with discretion.

Compensation and Benefits

• Competitive annual salary
• 100% company-covered employee medical and 50% company-covered employee dental benefits after the 30-day orientation period.
• Paid holidays and paid sick/vacation time off.
• 401(k) retirement plan.
• Access to a professional development fund and continuing education opportunities.

Job Requirements

• Strong organizational and time management skills.
• Ability to communicate effectively both orally and in writing.
• A proactive approach to problem-solving with a keen eye for detail.
• Ability to work efficiently in a fast-paced, dynamic environment.
• Must be comfortable handling sensitive employee data and maintaining confidentiality.
• The ability to sit or stand for extended periods of time and manage various office tasks

Salary : $60,000 - $75,000