Payroll and Operations Specialist

Full Time People Operations Remote OK
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What will the Payroll and Operations Specialist Do?

We are a dynamic and fast-growing company with a remote workforce spread across 35 states. We are committed to maintaining an efficient, accurate, and compliant payroll process, ensuring our employees are well-supported and our operations run smoothly. We are looking for a dedicated Payroll and Operations Specialist to join our team and bring their expertise to our payroll and administrative functions.

As a Payroll and Operations Specialist, you will be the go-to expert for all payroll related activities. You will be responsible for ensuring the accurate and timely processing of payroll for our remote employees, managing tax IDs and portal logins across multiple states, and supporting various administrative tasks. Additionally, you will assist the VP of Operations with special projects as needed.

The anticipated breakdown for this position is 30% payroll, 30% state tax related work and 40% supporting our operations functions. 

1.) Payroll Management: 

  • Process semi-monthly and biweekly payrolls for about 150 employees across 36 states. 
  • Ensure compliance with federal, state, and local payroll regulations. 
  • Manage payroll records, ensuring accuracy and confidentiality. 
  • Handle payroll discrepancies and resolve any issues promptly. 
  • Prepare and distribute payroll reports to management as needed. 

2.) Tax ID and Portal Management: 

  • Maintain and update tax ID information for all employees based upon state of residence 
  • Manage portal logins for payroll and tax related systems and platforms. 
  • Ensure timely filing of payroll taxes in all applicable jurisdictions. 

3.) Operations Administrative Support: 

  • Manage and maintain payroll-related documentation and records. 
  • Provide support for benefits administration and timekeeping systems. 
  • Respond to employee inquiries regarding payroll, benefits, and related matters. 
  • Support review, distribution and handling of organization mail 
  • Manage shared email box for multiple teams 
  • Support the launch and completion of Compliance Trainings 
  • Support program of organization and individual insurance licensure 
  • Review and attain sign-off for vendor invoices 

4.) Special Projects: 

  • Collaborate with the VP of Operations on special projects and initiatives. 
  • Provide data analysis and reporting support for various operational needs. 
  • Participate in process improvement initiatives to enhance payroll efficiency and accuracy 

Superpowers we are looking for! 

  • Bachelor’s degree in Accounting, Business Administration, or a related field preferred.
  • Minimum of five years of experience in payroll processing and administration. 
  • Expertise in multi-state payroll, including knowledge of state-specific payroll regulations
  • Proficiency with payroll software (Rippling/ADP/Paycor/Paycom) and Microsoft Office Suite. 
  • Strong analytical and problem-solving skills. 
  • Excellent organizational and time management abilities. 
  • High level of accuracy and attention to detail. 
  • Ability to work independently in a remote environment and manage multiple priorities.
  • Excellent communication and interpersonal skills 

Extras that are awesome but not required! 

  • Certified Payroll Professional
  • Insurtech experience

What to expect! 

Our hiring process generally consists of 3 phases.

  • Phase 1: Qualified candidates will first meet with HR for a phone interview.  This discussion is a high-level conversation to understand more about your background and interests and for us to share more about Coterie and the position.
  • Phase 2: Selected candidates will then meet our Hiring Manager for the 2nd interview via Teams video. This interview is designed to be more detail oriented and allows you to learn more about the role
  • Phase 3: Top candidates will receive an invite for our final interview series via Teams video. This series will include an experiential exercise project (provided in advance), 1:1 interviews with selected team members and a culture focused interview. The final series is roughly 1.5-3 hours in total but can be scheduled over a few days for flexibility.

What’s in it for you? 

Coterie has excellent benefits for all full-time employees. We offer the following:

  • 100% remote.
  • Health insurance through Aetna (we pay 100% of premiums).
  • Dental and vision insurance through Guardian (we pay 100% of premiums).
  • Basic life insurance (we pay 100% of premiums).
  • Access to flexible spending account (FSA) or health savings account (HSA) (for those using HSA eligible plans).
  • 401K plan (up 4% match with immediate vest).
  • Unlimited PTO and company paid holidays. 
  • Continuing education stipend.
  • A culture with a deep belief in intentionality, inclusion, and treating you like the professional you are.
  • Formalized, universal mentorship via Coterie Core-Coaching program.
  • The salary range for this position is estimated between 75,000-85,000 based on national data. Candidates who meet all the minimum requirements and possess additional relevant experience, as outlined in the job description, may be considered for a salary above the midpoint of the specified salary range.  Salary is based on internal equity; internal salary ranges; market data/ranges; applicant’s skills; prior relevant experience; degrees or certifications, etc. 
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