Payroll and Office Coordinator
17 days ago
Las Vegas
Job DescriptionBenefits: • Competitive salary, • Dental insurance, • Health insurance, • Vision insurance Position: Payroll and Office Coordinator Reports to: Vice President of Finance & Accounting Location: Wahlburgers Restaurant Support Center – Las Vegas, NV Schedule: In-office, Monday–Friday Status: Full-Time, Salaried Compensation: Salary commensurate with experience Position Summary Wahlburgers Restaurant Support Center is seeking an organized, detail-oriented, and proactive Payroll and Office Coordinator to support payroll administration and office operations at our Las Vegas Restaurant Support Center. Approximately 60% of this position will focus on payroll coordination responsibilities, including reviewing payroll information, maintaining employee records, assisting with payroll processing, and responding to payroll-related questions. Approximately 20% will focus on accounting and accounts payable responsibilities, including invoice processing, payment coordination, reconciliations, and maintaining accurate financial records. The remaining 20% will focus on coordinating the daily operations and organizational needs of the Las Vegas office. As a newly created position, the role’s responsibilities may expand and evolve based on the needs of the organization. Key Responsibilities: Payroll Coordination Approx. 60% / Accounting & Accounts Payable Approx. 20% • Assist with preparing and processing weekly payroll for corporate and restaurant employees., • Review employee timecards for completeness, accuracy, proper approvals, and compliance with payroll deadlines., • Follow up with managers regarding missing punches, timecard discrepancies, approvals, and other payroll-related matters., • Maintain payroll information, including new hires, terminations, compensation changes, deductions, direct-deposit information, and tax documentation., • Review payroll reports and support documentation to identify and resolve discrepancies before payroll is finalized., • Assist with processing bonuses, commissions, reimbursements, garnishments, deductions, and other payroll adjustments., • Maintain accurate and confidential payroll files and employee records., • Respond to routine employee and manager questions regarding paychecks, timekeeping, deductions, payroll schedules, and payroll procedures., • Assist with payroll corrections, off-cycle payments, and final-pay documentation., • Coordinate with Human Resources, Finance, restaurant management, and the company’s payroll provider to resolve payroll-related questions and discrepancies., • Organize payroll documentation for audits, reporting, workers’ compensation, and compliance purposes., • Assist with year-end payroll activities, including employee information reviews and W-2 preparation and distribution., • Help document and improve payroll procedures, calendars, approval processes, and internal controls., • Maintain strict confidentiality when handling payroll, compensation, and employee information. Office Coordination — Approx. 20% • Coordinate the daily operations and organizational needs of the Las Vegas Restaurant Support Center., • Answer and direct corporate office phone calls., • Accept, sort, and distribute incoming mail and packages, including critical and time-sensitive documents., • Manage outgoing mail, courier services, office deliveries, and package tracking., • Digitally deposit checks and organize related financial documentation., • Maintain office supplies, equipment, common areas, and general office organization., • Coordinate with vendors and service providers regarding office maintenance, supplies, and operational needs., • Assist with guest care email responses, as appropriate, to support timely communication and follow-up., • Coordinate applications, licensing documentation, insurance requests, and regulatory forms., • Support the organization and tracking of office-related needs for new restaurant openings., • Draft and format memos, internal communications, company announcements, reports, and other business documents., • Maintain organized electronic and physical filing systems., • Assist with special projects and other payroll or office coordination duties as needed. Qualifications • Must have experience using ADP, Paychecks, or similar Payroll/HRIS system., • Prior payroll processing, payroll coordination, bookkeeping, accounting support, or related experience required., • Office coordination or office operations experience preferred., • Working knowledge of payroll practices, timekeeping systems, payroll deductions, and employee record maintenance., • Strong numerical accuracy, organizational skills, and attention to detail., • Ability to handle confidential employee and compensation information with professionalism and discretion., • Proficiency with Microsoft Office, including Outlook, Word, Excel, and PowerPoint., • Experience with payroll, HRIS, accounting, or timekeeping systems preferred., • Strong written and verbal communication skills., • Ability to communicate professionally with employees, restaurant managers, company leadership, vendors, and outside service providers., • Proactive self-starter who can work independently, manage competing deadlines, and take ownership of responsibilities., • Team-oriented, flexible, and comfortable working in a fast-paced corporate environment.Additional Information This position requires the successful completion of a background check as part of the hiring process. This job description is not intended to provide a comprehensive list of all duties and responsibilities. Because this is a newly created role, its responsibilities may change or expand based on business and operational needs.