HR & PAYROLL COORDINATOR JOB DESCRIPTION

Villa Roma Resort & Conference Center

Position Summary

The HR & Payroll Coordinator is responsible for the accurate, timely, and confidential administration of payroll for Villa Roma Resort & Conference Center and provides day-to-day support for core Human Resources functions. Payroll processing is the primary responsibility of this position. The Coordinator also supports employee onboarding, benefits enrollments and changes, HR records, and employee inquiries while working closely with the HR Director and the Training & Recruitment Coordinator to provide a coordinated employee experience.

Required ADP expertise: Formal ADP training and current, hands-on proficiency with ADP Workforce Now are mandatory. The successful candidate must be able to independently process payroll in ADP; this is not an entry-level ADP training role.

Department: Human Resources
Employment Type: Full-Time, 40hrs week
Employment Classification: Hourly, Non-Exempt
Reports To: HR Assistant Director
Location: On-site at Villa Roma Resort & Conference Center, Callicoon, New York
Schedule: Flexible schedule required based on payroll deadlines and resort operations; 

Compensation: $20.00-$25.00 per hour, depending on relevant experience, demonstrated ADP proficiency, and other lawful factors; overtime paid in accordance with applicable law

Essential Functions and Responsibilities

Payroll Administration - Primary Function (Approximately 60%)

• Process accurate and timely payroll from start to finish in ADP Workforce Now for a multi-department resort workforce.
• Review timekeeping records and work with department managers to resolve missing punches, coding errors, unapproved time, scheduling discrepancies, and other exceptions before payroll is finalized.
• Enter and audit authorized pay-rate changes, new-hire information, terminations, transfers, deductions, direct-deposit elections, tax-withholding elections, garnishments, reimbursements, bonuses, commissions, tips, service charges, and other applicable pay components.
• Run and review pre-processing registers, exception reports, payroll summaries, and post-payroll reports; reconcile totals and correct discrepancies promptly.
• Confirm that payroll changes are supported by complete, approved documentation and maintain an organized audit trail.
• Respond to employee payroll questions professionally and promptly, research discrepancies, and escalate complex or compliance-sensitive matters to the HR Director.
• Coordinate with Finance and department leaders on payroll reporting, reconciliations, labor allocations, and authorized corrections.
• Support quarter-end and year-end payroll activities, including employee data reviews, W-2 preparation support, audits, and requests from payroll vendors or governmental agencies, as directed.
• Maintain current knowledge of applicable federal, New York State, and local payroll and wage-and-hour requirements; identify and promptly escalate potential compliance concerns.
• Protect payroll credentials and employee information and maintain strict confidentiality at all times.

HR Administration, Onboarding, and Benefits Support (Approximately 25%)

• Create and maintain accurate employee profiles in ADP and other authorized systems, including job, department, supervisor, status, compensation, tax, and contact information.
• Coordinate administrative onboarding for new employees, including collection and review of required employment forms, timely Form I-9 completion support, tax forms, direct-deposit information, policy acknowledgments, and system access requests.
• Partner with the Training & Recruitment Coordinator to ensure that new hires move smoothly from recruiting through onboarding, orientation, required training, and department placement.
• Assist eligible employees with benefit enrollments, qualifying-life-event changes, beneficiary updates, and benefits-related documentation; coordinate with carriers, brokers, and vendors as authorized.
• Process authorized employee-status changes and offboarding transactions and ensure that related records and notifications are completed accurately and timely.
• Maintain personnel and payroll files in accordance with company recordkeeping standards and applicable retention and confidentiality requirements.
• Prepare routine HR and payroll reports, employee lists, audit materials, and data requested by the HR Director.

Cross-Functional Employee Support (Approximately 15%)

• Work closely with the HR Director and the Training & Recruitment Coordinator to align recruiting, onboarding, training, payroll, benefits, and employee-data workflows.
• Provide responsive, respectful first-line assistance to employees and managers on routine payroll, onboarding, benefits, and HR-process questions, referring policy, legal, employee-relations, or sensitive matters to the HR Director.
• Communicate deadlines, missing information, and required approvals clearly to department leaders and follow through to completion.
• Assist with HR projects, employee communications, audits, orientations, open enrollment, and other departmental initiatives.
• Model professional judgment, discretion, accuracy, hospitality, and service in all interactions.

Required Qualifications

• ADP Workforce Now: Formal ADP training and demonstrated current proficiency processing payroll in ADP Workforce Now, including timekeeping review, payroll adjustments, deductions, reporting, audits, and payroll finalization. This requirement is mandatory.
• At least two years of hands-on payroll-processing experience, preferably supporting an hourly, multi-department workforce.
• Working knowledge of payroll practices, wage-and-hour rules, payroll taxes, authorized deductions, garnishments, and confidential employee recordkeeping.
• Strong Microsoft Excel skills and the ability to learn and use HR, timekeeping, benefits, and reporting systems accurately.
• Exceptional attention to detail, numerical accuracy, organization, follow-through, and ability to meet recurring deadlines without sacrificing quality.
• Ability to handle sensitive personal and compensation information with sound judgment and strict confidentiality.
• Clear written and verbal communication skills and a professional, service-oriented approach with employees and managers at all levels.
• High school diploma or equivalent.
• Ability to work on-site and maintain the flexible schedule required by payroll cycles and resort operations.

Preferred Qualifications

• Payroll or HR experience in a hotel, resort, hospitality, food-and-beverage, seasonal, or similarly complex operation.
• Experience processing payroll for tipped employees, variable schedules, multiple departments or cost centers, service charges, commissions, bonuses, or other non-standard pay components.
• Experience with ADP Time & Attendance and related ADP HR or benefits modules.
• Benefits-administration or broader HR-coordinator experience.
• Associate degree or higher in Human Resources, Business Administration, Accounting, or a related field, or a recognized payroll or HR credential.

Supervisory Responsibilities

This position does not have direct supervisory responsibility.

Physical Requirements and Work Environment

• Ability to perform the essential functions of the position with or without reasonable accommodation.
• Regularly uses a computer, telephone, and standard office equipment and performs repetitive keyboarding and data entry for extended periods.
• Frequently remains in a seated or stationary position and occasionally moves throughout the HR office and resort property to meet with employees and managers.
• Must be able to communicate and exchange accurate information in person, by telephone, and electronically.
• Occasionally lifts, carries, or moves files, office supplies, or equipment weighing up to 15 pounds.
• Work is primarily performed in an office environment within an active resort operation, with regular interaction across departments.

Equal Employment Opportunity and Accommodations

Villa Roma Resort & Conference Center is an Equal Opportunity Employer. Employment decisions are made without unlawful discrimination or harassment based on race, color, creed, religion, national origin, ancestry, citizenship or immigration status, sex (including pregnancy, childbirth, and related medical conditions), sexual orientation, gender identity or expression, age, disability, genetic information or predisposition, marital or familial status, military or veteran status, domestic-violence-victim status, protected arrest or conviction record, or any other characteristic protected by applicable federal, state, or local law.

Qualified applicants and employees may request a reasonable accommodation for the application process or to perform the essential functions of the position by contacting Human Resources. Villa Roma will provide reasonable accommodations as required by applicable law.

Job Description and At-Will Employment Notice

This job description identifies the position's principal functions and requirements but is not intended to contain every duty that may be assigned. Responsibilities may be modified as business needs change. Nothing in this job description creates a contract or guarantee of employment. Employment with Villa Roma is at will, meaning that either the employee or Villa Roma may end the employment relationship at any time, with or without cause or advance notice, subject to applicable law.