Payroll Administrator
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The Payroll Coordinator is responsible for supporting the end-to-end payroll function for union represented vessel personnel. This role assists with accurate and timely payroll processing, administration of collective bargaining agreements, payroll tax compliance, retirement and benefit deductions, audit support, and adherence to federal, state, maritime, and union requirements. The Payroll Coordinator partners closely with Human Resources, Finance, and other pertinent departments, as well as external service providers to support the payroll accuracy, compliance, and operational excellence.
Duties & Responsibilities
- Provide support for the end-to end payroll function, workflows, service standards, and continuous improvement initiatives to ensure accuracy, compliance, and operational efficiency.
- Assists with crew payroll in accordance with multiple collective bargaining agreements, ensuring accurate wage calculations, union remittances, fringe benefit contributions, and compliance with contractual obligations with support from the Operations team.
- Maintain confidentiality of payroll records, payroll operations, and other sensitive information.
- Ensure that third-party providers achieve all federal and state legislative and compliance standards.
- Ensure payroll compliance with all company policies.
- Reconcile payroll related benefit and retirement plan deductions, coordinate with plan administrators, and support annual audits, compliance testing, and reporting activities.
- Onboard new hires as needed.
- Manage and monitor external service providers and internal stakeholders to ensure accurate, effective performance and adherence to established service levels and compliance standards.
- Prepare and reconcile payroll related journal entries, labor cost allocations, payroll accruals, and support schedules for monthly financial close activities.
- Schedule tasks and the flow of information to process and distribute payroll and other related tasks accurately.
- Manage timecards, time entry, and timekeeping software and systems.
- Research and complete all employment verifications and requests, including those required by state and governmental agencies (unemployment requests, audits, etc.).
- Perform reporting for compensation, ACA reporting, and ad hoc reporting requests.
- Provide payroll support for internal, external, union, and governmental audits, ensuring timely and accurate responses to information requests.
- Support payroll system administration, integrations, testing, upgrades, and process automation initiatives to improve efficiency and reporting accuracy.
Required
- Undergraduate degree
- 3-5 years of payroll experience
- Experience processing payroll for unionized workforces
- Multi-State payroll experience
- Proficiency with Excel and varying payroll systems
Preferred Skills
- Maritime, transportation, logistics, shipping, offshore, energy, or union-heavy industry experience
- CPP (Certified Payroll Professional)
- Experience supporting 500+ employee populations
- Experience with ADP Workforce Now and HiBob
The following competencies are essential to perform this job successfully and therefore are requirements of the position:
- Time Management: Ability to coordinate several activities simultaneously in a fast-paced environment, prioritize and plan work activities, use time efficiently, demonstrate organizational skills, and develop realistic action plans.
- Problem Solving: Considers multiple sides of an issue, weighing consequences before making a final decision. Makes informed decisions based on available information and recognizes issues to determine actions needed to advance the decision-making process.
- Communication: Prioritizes data sharing and works across departments to coordinate execution and achieve shared outcomes.
- Collaboration & Teamwork: Thrives in a team oriented environment, builds positive working relationships across departments.
We are committed to creating a workplace where everyone feels respected, included, and able to thrive. We provide equal employment opportunities to all candidates regardless of race, color, religion, sex (including pregnancy, sexual orientation, or gender identity), national origin, age, disability, veteran status, or other protected characteristics.
We believe that diverse perspectives drive innovation and that inclusion is essential to our success. We actively foster a culture of collaboration, where every voice is valued and employees are empowered to grow and contribute meaningfully. Our hiring practices are designed to promote fairness and opportunity for all.
Join us in building a workplace where your background and ideas are not only welcomed—they’re essential.
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