Payroll & HR Operations Manager

Location: 100% Remote (Open for LATAM region Only)
Salary Range: from $2.000 - $3,500 Usd Monthly Based on Experience
Employment Type: Full-time
Type of Contract: Independent Contractor Agreement

About the Company

We are a rapidly growing, U.S.-based operator in the health and fitness franchise space. Across 25+ locations in multiple states, we run several fitness and children's-fitness brands under a portfolio of operating entities with outside ownership partners.

Our back office is deliberately lean and high-trust. A small operations team keeps payroll, compliance, and employee administration running cleanly across the entire portfolio — and that discipline is exactly what allows us to keep opening new locations. This role is one half of that backbone.

About the Role

This role exists because payroll and HR compliance run across many legal entities and 25+ locations on a strict bi-weekly cycle. It is the seat that makes sure every employee is paid correctly and on time, every new hire is onboarded and compliant, and the company stays clean against federal and multi-state requirements.

You will be the primary resource for managers and employees on anything payroll, onboarding, benefits, and compliance related. The work is recurring and deadline-driven, and it touches sensitive employee and pay data, so it rewards someone who is exceptionally organized, discreet, and reliable under pressure.

Key Responsibilities

Payroll Processing & Corrections

Run bi-weekly payroll input across multiple entities
Review payroll reports against what managers submitted and resolve discrepancies
Manage the back-and-forth with managers and owners on corrections and questions
Handle stop payments and reissues for missing checks
Prepare recurring payroll and revenue analysis for ownership

Onboarding & New Hire Compliance

Submit new hires in ADP and drive onboarding steps to completion
Monitor and follow up on I-9 verifications with managers
Run background checks and chase signed authorization forms
Troubleshoot employee access to ADP, including live walkthroughs by phone
Follow up on direct deposit setup to minimize paper checks; track packages when checks go missing
Train new managers on new-hire submission, I-9 verification, and payroll processes

Benefits Administration

Coordinate annual open enrollment: distribute materials, schedule, and follow up daily so no employee misses the deadline
Run the annual employee census in ADP; confirm full-time/benefits-eligible designations and research borderline cases
Reconcile monthly benefits invoices against enrollments and terminations, and process payments

Payroll Tax & Government Reporting

Download and archive quarterly filings (941s, state reemployment forms such as RT-6) from ADP
Place year-end W-2 and 1095 holds across all entities
Update minimum wage rates as they change by jurisdiction
Complete EEO-1 reports and U.S. Census Bureau questionnaires
Respond to unemployment claims with pay records and supporting detail
Ensure garnishments are processed correctly through payroll and respond to authorities

Accounts Payable Support

Log invoices on the invoice tracker and process payments
Support cash-balance checks and vendor 1099 preparation alongside the operations team

Employee Experience & Communications

Prepare new hire offer letters from non-standardized job details
Field employee questions on payroll, benefits, and access
Manage recognition touchpoints (anniversaries, birthdays, condolences, holiday gifts)
Keep the ADP homepage current with benefits and 401(k) materials

Required Qualifications

Hands-on U.S. payroll processing experience, in ADP (Workforce Now)
Demonstrated experience with U.S. payroll compliance: I-9, W-2/1095, quarterly 941 and state reemployment filings, garnishments, and unemployment claims
U.S. benefits administration experience — open enrollment, eligibility, and carrier invoice reconciliation
Experience running payroll across multiple entities, states, or locations
Excellent written and spoken English, with a warm, responsive manager- and employee-facing style
Strong attention to detail and the ability to work independently against recurring deadlines

Preferred Qualifications

Experience in a franchise, multi-unit, or PEO environment
Familiarity supporting a large hourly / non-exempt workforce across multiple states
Exposure to 401(k) census and eligibility processes (e.g., Voya)
Comfort chasing managers for follow-through without needing to be reminded yourself

Ideal Candidate Profile

You are:

Exceptionally organized, and you treat a payroll deadline as immovable
Discreet and trustworthy with sensitive pay and employee data
Calm and methodical under a recurring, high-volume workload
Warm and clear in employee-facing communication — people trust you with their paycheck questions
Proactive: you close loops and follow up until things are actually done

Payroll & HR Operations Manager - 20349