Operations & Payroll Coordinator

About the Role

This is a client-facing operations role focused on payroll coordination, timekeeping accuracy, and employee lifecycle management. You will be responsible for ensuring that payroll data is accurate, employees are properly onboarded, and operational processes run smoothly across multiple sites.

The role requires someone who is highly organized, process-driven, and comfortable working across systems. You should be able to identify discrepancies, resolve issues independently, and continuously improve workflows using tools and automation (including AI).

Key Responsibilities

1. Timekeeping & Payroll Operations (Core Focus)

• Review and validate daily time entries (hours worked, per diem, accuracy)
• Identify and resolve discrepancies across systems
• Cross-check data between platforms (e.g., Track and Gusto)
• Manage weekly payroll processing, including reimbursements and expenses
• Troubleshoot payroll or system-related issues
• Maintain accurate payroll documentation and audit trails

2. Employee Lifecycle Management

• Coordinate onboarding and offboarding processes across systems
• Collect and manage required documentation (contracts, compliance forms, site-specific requirements)
• Handle onboarding logistics (badges, system access, per diem setup)
• Communicate timelines and expectations clearly to employees

3. Site & Contract Administrative Support

• Create and manage contract documentation
• Coordinate travel, per diem, and site-specific logistics
• Support multiple active sites with varying operational needs
• Provide administrative support tied to ongoing site operations

4. Employee Communication & Coordination

• Follow up on missing time entries, documentation, and approvals
• Manage communication via email and messaging platforms
• Confirm employee availability and readiness for site work
• Drive accountability across employees and stakeholders

5. Compliance & HR Support

• Research and stay informed on state-specific labor laws
• Identify and flag compliance risks or gaps
• Support updates to onboarding and offboarding documentation

6. Documentation & Records Management

• Maintain organized and structured document storage systems
• Ensure records are accurate, accessible, and audit-ready
• Improve documentation workflows and folder structures

7. Planning & Scheduling

• Maintain and update master schedules
• Track employee allocations across sites and events
• Identify scheduling conflicts, gaps, and future staffing needs

Qualifications

Must-Have:

• 3+ years experience in operations, payroll, or administrative coordination
• Strong attention to detail and problem-solving ability
• Experience in client-facing or deadline-driven environments
• Familiarity with payroll/timekeeping systems (Gusto preferred)
• Ability to manage multiple workflows simultaneously
• Strong written and verbal communication skills
• Experience using AI tools for productivity or process improvement

Nice-to-Have:

• Experience supporting distributed or site-based teams
• Exposure to compliance or labor law research
• Experience improving operational workflows or systems
• Familiarity with tools similar to Track or other timekeeping platforms