HR & Payroll Coordinator

“Let goodness, fairness and most importantly, love prevail in business; profits will inevitably follow.” – NK Chaudhary, founder Jaipur living is a socially conscious luxury brand with a passion for people, products, and design. A differentiated challenger brand, Jaipur Living is known for its beautiful rugs and textiles. Jaipur Living products can be found in the finest homes, and the company prides itself in providing only the highest quality products, a transparent and ethical supply chain, and a distinctively thoughtful customer experience, with personalized support and custom offerings. What we do for our team members:
• Give competitive benefits and salaries.
• Provide a professional and friendly work environment.
• Maintain a modern, sleek facility, which complements our attitudes and desires.
• Create opportunities for growth inside the company.
• Give access to an on-site basketball court and gym complete with a yoga studio and showers.
• Encourage employees to collaborate over an organic community garden. Our Values Empowerment
• Inclusiveness
• Responsibility
• Progressive Learn more about our company story here: https://www.jaipurliving.com/the-jaipur-living-story The Jaipur Rugs Foundation Since 2004, the Jaipur Rugs Foundation has worked to improve the lives of rug-weaving artisans in India. This is done through training, skills development, and social interventions. By focusing on the ideas and solutions that create social value, the Foundation supports the dignity and heritage of these traditional artisans, believing that healthy and sustainable communities are key to the survival of traditional rug weaving. Jaipur Living has made ethical and socially conscious global citizenship the foundation of its business. Through social initiatives and the Jaipur Rugs Foundation, the company supports a supplier ecosystem without a middleman of more than 40,000 artisans in 700 villages across India by providing them with a livable wage, access to health care, leadership education, and opportunities for personal growth and development. Combining time-honored techniques and of-the-moment trends, every Jaipur Living product is as ethically and responsibly made as it is beautiful. Learn more about the Jaipur Rugs Foundation here: https://www.jaipurrugs.org/ Overview We are seeking a highly organized, detail-oriented, and proactive HR & Payroll Coordinator who takes pride in accuracy, thrives on keeping things running smoothly, and genuinely enjoys supporting others. The ideal candidate is someone who naturally takes ownership of their work, anticipates needs before they arise, and approaches challenges with a solutions-oriented mindset. This individual should be dependable, resourceful, adaptable, and comfortable balancing multiple priorities in a fast-paced environment. This role serves as a key operational resource within the Human Resources department, with responsibility for managing the end-to-end payroll process while supporting essential HR functions, including onboarding, offboarding, benefits administration, compliance, employee records, and engagement initiatives. Success in this position requires someone who is process-driven, highly attentive to detail, and capable of working independently while recognizing the importance of collaboration and communication. Beyond technical skills, we are looking for someone who brings a positive, approachable attitude, exercises sound judgment, and understands the importance of confidentiality and trust. The right person is not simply task-oriented but takes initiative, follows through on commitments, looks for opportunities to improve processes, and finds satisfaction in creating an organized, efficient, and supportive employee experience. This position is ideal for someone who enjoys being the person others can count on and wants to make a meaningful impact on both the HR team and the broader organization. Essential

Responsibilities:
HR Coordination & Administrative Support: (75% of Working Time)
• Coordinate daily HR administrative activities to ensure efficient and consistent execution of departmental processes and employee support.
• Maintain accurate and organized employee personnel files, HR documentation, and records in accordance with company policies and applicable compliance requirements.
• Process employee lifecycle changes, including new hires, terminations, promotions, transfers, compensation adjustments, and other personnel updates within the HRIS.
• Coordinate onboarding and offboarding activities, ensuring all required documentation, checklists, system updates, and communications are completed accurately and on time.
• Serve as an initial point of contact for routine employee HR questions, providing timely assistance and escalating complex or sensitive matters to appropriate HR leadership.
• Support benefits administration, including new-hire enrollments, qualifying life events, open enrollment, employee changes, and coordination with benefit providers.
• Assist with employee leave administration by maintaining accurate records, tracking leave balances, and coordinating required documentation and system updates.
• Coordinate administrative activities associated with performance management cycles, including employee communications, scheduling, completion tracking, and documentation.
• Maintain and monitor employee training records, compliance training assignments, and completion tracking within the company's learning management system.
• Assist with HR compliance activities, including I-9 documentation, E-Verify, ACA reporting, EEO-1 reporting, OSHA recordkeeping, and retirement plan census preparation.
• Prepare, maintain, and distribute routine HR reports, employee data, organizational information, and departmental metrics as requested.
• Coordinate employee engagement initiatives, recognition programs, wellness activities, and company events to support a positive employee experience.
• Maintain HR department supplies, onboarding materials, employee gifts, and event inventory, coordinating purchases and replenishment as needed.
• Provide administrative support for recruiting activities, including interview scheduling, candidate communications, background checks, and pre-employment coordination.
• Assist with the preparation and distribution of HR communications, policy updates, employee announcements, and required acknowledgments.
• Maintain and update HR standard operating procedures, checklists, templates, and shared departmental resources to promote consistency and operational efficiency.
• Support HR audits and periodic reviews of employee records, HRIS data, and compliance documentation to identify and resolve discrepancies.
• Coordinate with internal departments to ensure timely completion of HR-related requests, employee changes, and administrative processes.
• Identify opportunities to streamline administrative workflows, improve employee service, and enhance the overall efficiency of HR operations.
• Maintain strict confidentiality and exercise discretion when handling employee information, personnel matters, and sensitive company records.
• Perform additional administrative and operational responsibilities as needed to support the Human Resources department. Payroll Administration & Processing (25% of Working Time)
• Own and execute the end-to-end payroll process for all employees, ensuring accurate and timely processing in accordance with established payroll schedules, company policies, and applicable federal, state, and local regulations.
• Manage the complete payroll cycle within UKG, including payroll preparation, data validation, processing, reconciliation, and post-payroll reporting.
• Review and validate employee timecards, attendance records, overtime, paid time off, holiday pay, and other earnings to ensure accuracy before payroll processing.
• Partner with department managers to ensure timely approval of employee timecards and resolution of missing punches, discrepancies, and other timekeeping issues.
• Process and verify payroll adjustments, including new hires, terminations, compensation changes, bonuses, commissions, incentives, retroactive payments, and other supplemental earnings.
• Maintain accurate employee payroll records, including tax withholding elections, direct deposit information, deductions, benefit contributions, and other payroll-related information.
• Review and reconcile payroll deductions, including benefit premiums, retirement contributions, garnishments, and other authorized deductions.
• Review payroll registers, exception reports, and final payroll reports to identify discrepancies and ensure accuracy before submitting payroll for final approval.
• Coordinate with Finance/Accounting to reconcile payroll totals, validate funding requirements, and resolve payroll-related discrepancies.
• Maintain detailed payroll processing checklists, records, and supporting documentation for each payroll cycle to ensure accuracy, consistency, and audit readiness.
• Serve as the primary point of contact for employee payroll inquiries, including questions related to paychecks, deductions, tax withholding, and timekeeping.
• Research and resolve payroll discrepancies, including coordinating off-cycle payments, corrections, and adjustments when necessary.
• Assist with payroll tax administration, quarterly and annual reconciliations, W-2 preparation, and year-end payroll processing in coordination with UKG and Finance/Accounting.
• Monitor payroll-related compliance requirements, including wage and hour regulations, overtime, final pay requirements, record retention, and applicable state-specific payroll laws.
• Support internal and external payroll audits by preparing reports, maintaining accurate documentation, and resolving identified discrepancies.
• Identify opportunities to improve payroll workflows, strengthen internal controls, and maximize UKG system capabilities.
• Maintain strict confidentiality and security of employee compensation, payroll, and personal information. Other tasks as needed to support HR Department Skills & Minimum

Qualifications:
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of knowledge, skill, and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform essential functions.
• Bachelor's degree or equivalent professional experience will be considered.
• Desired but not required, 2–3 years of experience in Human Resources, payroll administration, or a related administrative role.
• Experience working with HRIS and payroll systems required
• Working knowledge of federal, state, and local payroll regulations, including wage and hour laws, overtime requirements, payroll deductions, and tax withholding.
• Familiarity with HR administrative functions, including onboarding, offboarding, benefits administration, employee records management, and compliance documentation.
• Understanding of HR compliance requirements, including I-9 verification, E-Verify, ACA, FMLA, and other applicable employment regulations.
• Proficiency in Microsoft Office Suite, particularly Excel, with the ability to manage spreadsheets, reconcile data, analyze reports, and identify discrepancies.
• Strong attention to detail and accuracy, particularly when handling payroll, employee information, and confidential records.
• Excellent organizational and time management skills, with the ability to prioritize competing responsibilities and consistently meet strict payroll and administrative deadlines.
• Strong analytical and problem-solving skills, with the ability to identify discrepancies, investigate issues, and implement appropriate resolutions.
• Excellent written and verbal communication skills, with the ability to effectively interact with employees, managers, and cross-functional departments.
• Demonstrated ability to handle sensitive employee and compensation information with the highest level of confidentiality, professionalism, and discretion.
• Ability to work independently, take ownership of assigned responsibilities, and exercise sound judgment while recognizing when issues require escalation.
• Strong customer service mindset with the ability to respond to employee inquiries professionally, accurately, and in a timely manner.
• Adaptability and willingness to learn new systems, processes, and technologies while supporting continuous improvement within HR operations. Physical

Requirements:
• Remaining in a seated position for long periods of time
• Standing is to remain on one’s feet in an upright position without moving about
• The ability to alternate between sitting and standing is present when a worker has the flexibility to choose between sitting or standing as needed when this need cannot be accommodated by schedules breaks and/or lunch period
• Lifting and transporting items that could weight up to 25 pounds
• Entering text or data into a computer by means of a traditional keyboard
• Expressing or exchanging ideas by means of the spoken work to impart oral information to clients and talent and convey detailed spoken instructions to other workers accurately and quickly
• The ability to hear, understand, and distinguish speech and/or other sounds such as in person and telephone
• Clarity of vision to see computer screens and workspace Employment at Jaipur is contingent on the completion of a criminal background check and a drug screen, with the results being negative. Jaipur employees are subject to pre-employment, post-injury, post-accident, reasonable suspicion and random testing for illegal drug usage. Management retains the discretion to add or change the duties of this position at any time.