US Payroll and Benefits Specialist

The Role

As a US Payroll and Benefits Specialist, you will serve as the single internal administrator and day-to-day operational owner of US payroll and benefits. You will independently manage end-to-end payroll processing and benefits administration, act as the main US employee and vendor contact, and serve as the 401(k) plan administrator within the authority assigned under the plan documents. You will own operational delivery, issue resolution, records and compliance coordination across the employee lifecycle.

This role will report to the Senior Manager, Global Payroll, and work with the Total Rewards Manager on benefits governance, escalations and the annual renewal cycle. The Total Rewards Manager oversees renewal recommendations and benefits design, with final commitments subject to company approval authority.

Responsibilities

US Payroll Operations

• Own accurate and timely biweekly US payroll through ADP, including input validation, processing, pre-submission checks, reconciliations and coordination of required approvals and funding;

• Administer new hires, departures, pay changes, variable payments, deductions, leave-related pay, garnishments and off-cycle payments; coordinate time and attendance inputs with the relevant teams;

• Maintain multi-state payroll and tax setups with ADP and Finance, including registrations, withholding and jurisdiction changes. Investigate discrepancies, tax notices and filing issues and track corrections to completion;

• Partner with Finance on payroll reconciliations, journal entries, reporting and year-end close. Coordinate W-2 production and corrections, payroll audits and workers’ compensation audit data;

• Collaborate with multiple payroll vendors and external service providers to ensure accurate and timely payroll processing, resolve discrepancies, coordinate required updates and maintain compliance with applicable payroll requirements;

• Act as the main US payroll contact, resolving employee and vendor queries and escalating material errors, compliance concerns or policy exceptions to the Senior Manager, Global Payroll.

US Benefits Operations

• Serve as the main point of contact for US benefits, explaining eligibility, enrollment, coverage and processes and coordinating complex claims or service issues with brokers and carriers;

• Independently administer medical, dental, vision, life, disability, FSA/HSA, commuter, wellness, EAP and voluntary benefits, as applicable, across onboarding, qualifying life events, leaves and departures;

• Own enrollment and termination transactions, carrier eligibility files, payroll deductions, employer contributions, invoice validation and reconciliations. Investigate discrepancies and ensure corrections reach all affected systems;

• Own COBRA administration and vendor coordination, including timely qualifying-event submissions, required notice tracking, election and coverage records, and resolution of discrepancies;

• Own annual open enrollment delivery, including the calendar, system setup and testing, materials, employee sessions, enrollment tracking, carrier submissions and post-enrollment reconciliation.

401k Plan Administration

• Serve as the internal 401(k) plan administrator and primary employee, recordkeeper and third-party administrator contact, carrying out responsibilities in accordance with plan documents and delegated authority;

• Administer eligibility, enrollment, deferral changes, employer contributions, vesting data and loan repayments. Reconcile payroll and recordkeeper data and coordinate timely contribution remittances with Finance and providers;

• Coordinate loans, distributions and other participant requests with providers in accordance with plan rules; escalate requests requiring discretionary interpretation or approval;

• Own the administrative calendar and coordinate census data, nondiscrimination testing, annual limits, required participant notices, audit requests and Form 5500 preparation and filing with qualified providers and authorized signatories;

• Identify and escalate contribution errors, missed deadlines and plan-operation issues promptly; coordinate approved corrections and maintain supporting records. Support the designated plan fiduciaries with information and follow-through.

Annual Benefits Renewal

• Participate in the annual renewal cycle under the Total Rewards Manager’s oversight. Coordinate broker requests, census and enrollment data, utilization information where appropriate, renewal timetables and vendor meetings;

• Analyze premium and contribution changes, validate data and cost comparisons, identify operational implications and provide recommendations for the Total Rewards Manager’s review;

• Implement approved renewals and plan changes across systems, payroll deductions, carrier records and employee communications. Escalate decisions on plan design, provider selection and expenditure through the Total Rewards Manager and company approval process.

Compliance and Operational Controls

• Maintain a consolidated payroll and benefits compliance calendar. Coordinate applicable ERISA disclosures, ACA reporting including Forms 1094-C and 1095-C, Section 125 requirements and other required submissions with internal specialists and external providers;

• Monitor relevant regulatory and provider changes, assess operational impacts and implement approved updates. Seek specialist advice on uncertain or complex requirements;

• Maintain accurate, confidential and audit-ready records, plan materials, SOPs and employee guidance; apply appropriate privacy practices and access controls, including HIPAA requirements where applicable;

• Manage day-to-day vendor performance and escalations, document recurring issues and improve processes, integrations and data quality;

• Preserve independent review, approval and payment controls despite being the sole administrator. Maintain documented procedures and an agreed contingency coverage arrangement for absences and critical deadlines.

Requirements

Typically 5–7+ years of progressive US payroll and benefits experience, including independent ownership of multi-state payroll, benefits operations and annual open enrollment;

Hands-on 401(k) administration experience, including contribution reconciliations, provider coordination, testing data, audit support and annual reporting coordination; practical experience with COBRA and benefits renewals;

Advanced proficiency in ADP Workforce Now or a comparable payroll platform, benefits systems and Excel; strong reconciliation, reporting and data-analysis skills;

Strong working knowledge of US payroll taxation, wage and hour requirements, benefits compliance and plan administration; judgment to recognize when specialist guidance is needed;

Track and resolve issues promptly, maintain accurate records and communicate clearly with employees and providers;

Complete any other tasks that may reasonably fall within this role’s remit.

Please note that we are looking for someone to join our team on the ground in Ohio. To ensure close collaboration with our US-based office, being locally based is a core requirement for this role.