Payroll Coordinator

Moffatt & Nichol specializes in large complex waterfront infrastructure projects and is recognized as one of the worldwide leaders in this field. We are actively looking for a Payroll Coordinator to join our payroll team. This role will implement, maintain, and review larger or more complex multi-state payrolls with moderate-to-high independence. You'll own compliance activities, including tax filings, 401(k) reconciliation, certified payroll, and audits, and design payroll reports. This is an individual-contributor role with no direct reports.

About Moffatt & Nichol:

Moffatt & Nichol is a leading U.S.-based global infrastructure advisor specializing in the planning and design of facilities that shape and serve our coastlines, harbors and rivers, as well as an innovator in transportation. For the 5th year in a row, Moffatt & Nichol is Ranked #1 in Engineering News-Record for Marine & Port Facilities in the U.S. Additionally, our firm consistently ranks in the Top 100 Pure Designers in the US and the Top 50 Designers in International Markets. Moffatt & Nichol's professional staff includes engineers, planners, scientists and architects who serve our global client base from offices in Europe, North America, Latin America, and the Pacific Rim. The firm provides clients worldwide with customized service and a level of excellence that have become the firm’s hallmark in several primary practice areas – ports and harbors; coastal, environmental and water resources; urban waterfronts and marinas; transportation, bridges and rail; inspection and rehabilitation; and energy.

Duties and Responsibilities:

Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions.

• Manage end-to-end payroll processing for multi-state or multi-country employees, ensuring accuracy and timeliness.
• Review and approve payroll calculations, including earnings, deductions, bonuses, and overtime.
• Ensure compliance with federal, state, and local tax laws and wage regulations.
• Maintain accurate payroll records in accordance with company policies and audit requirements.
• Oversee the payroll system setup and maintenance, including configuration of pay codes, deduction codes, and earnings types.
• Oversee timekeeping and timesheet management within the ERP system, ensuring accurate capture of employee hours, leave, benefit hours, and project allocations.
• Prepare and reconcile payroll reports before and after processing.
• Administer 401(k) plan deductions, employer matching contributions, and annual limit compliance: coordinate with plan administrators for changes, and year-end reporting.
• Monitor and reconcile benefit and 401(k) contributions to ensure accurate funding and reporting.
• Reconcile payroll with shadow invoices and ensure proper funding for wages, taxes, benefits, and garnishments.
• Oversee and coordinate the setup of new state payroll tax operations to ensure compliance with federal and state regulations.
• Lead or assist with payroll-related projects, or system implementations.
• Collaborate with internal and external auditors during payroll audits.
• Audit timekeeping data and ensure accurate PTO, FMLA, and leave balances.
• Assist with year-end activities including W-2, and bonus processing.
• Act as the escalation point for complex payroll or tax-related inquiries.
• Prepare and submit monthly and quarterly state BLS (Bureau of Labor Statistics) reports per state requirements.
• Partner with HR to ensure all employee changes (new hires, terminations, compensation adjustments, and leaves of absence) are accurately reflected in the payroll system.
• Oversee payroll disbursements, including electronic payments, off-cycle runs, and distribution of live checks.
• Serve as a primary point of contact for employee payroll inquiries, ensuring timely resolution and clear communication.
• Support system updates, testing, and configuration changes.
• Generate and analyze payroll reports for Finance, HR, and management.
• Generate certified payroll reports for project proposals.
• Identify and implement process improvements to enhance accuracy, efficiency, and internal controls across payroll operations.
• Support continuous improvement initiatives in HR and Payroll systems, documentation, and standard operating procedures.

Other Duties:

Please note this job posting is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

Qualifications:

• Bachelor's degree in accounting, finance, business, or a related field; required
• Typically, 4 to 7+ years of experience
• Certified Payroll Professional (CPP); preferred
• Strong command of ADP Workforce Now, WorkDay, and BST Global, including system configuration and reporting; required
• Advanced Excel skills; required
• Working knowledge of multi-jurisdiction tax compliance, 401(k), and certified payroll; required
• Strong analytical skills; communicate clearly and manage conflict diplomatically
• All new hires will be required to successfully complete and pass a pre-employment (post offer) background check in compliance with NIST 800-171
• Moffatt & Nichol uses E-Verify and employment is contingent upon the legal ability to obtain employment in the U.S. and to present the required documentation at hire

Physical Requirements:

Work is generally performed in an office. Ability to use standard office equipment is required.

Base Salary Range:

$105,000 to $125,000 based on years of experience, level of education obtained, professional registration, and meeting the required qualifications in the job description. Base salary range only applicable for candidates who will be hired and working in the New York market.

Moffatt & Nichol’s Employment Benefits:

At Moffatt & Nichol, we genuinely care about our team and strive to create a warm, welcoming environment. We’re excited to offer a range of great benefits and cover many costs to support you. Here are some highlights:

• We offer a comprehensive, highly competitive benefits package with low employee contributions
• Family coverage is available
• Low-deductible plan available
• Generous HSA match to help manage healthcare expenses
• Stay energized with our amazing Wellness Program (with financial incentives) to keep you healthy and fit
• Features include: monthly one-on-one sessions with nutritionists, access to a Healthwise Pharmacist, mindfulness apps like The Calm and BetterHelp, and more
• Free and confidential Employee Assistance Programs for counseling and support
• Generous Paid time off (15 to 25 days based on experience level), Paid Holidays (7), and a floating holiday
• 401(k) match to help you reach your financial goals
• Excellent Life Insurance coverage, fully paid by the company
• You may also have the option to further your education with our comprehensive Tuition Reimbursement Program
• Plus, there are plenty of training opportunities, a Leadership Development Program, a formal Mentoring program, an active YP (Young Professionals) group, and so much more
• And because we care about all members of your family, we offer Pet Insurance to look after your furry friends

Moffatt & Nichol’s EEO Statement:

As a global business, Moffatt & Nichol relies on diversity of culture and thought to deliver on our goal of Creative People, Practical Solutions® serving our client needs, and ensures nondiscrimination in all activities in accordance with Title VII of the Civil Rights Act of 1964. We draw from the world’s best and brightest, regardless of geographic, cultural, or institutional background. This approach enables us to better understand and serve our clients, foster innovation, and create a rich, collaborative work environment. Moffatt & Nichol is proud to be an Equal Employment Opportunity / Federal Contractor desiring priority referrals of all protected veterans for job openings. EEO is the LAW If you need more information or require special assistance for persons with disabilities or limited English proficiency, please contact Human Resources at (562) 590-6500 or TTY/TDD users please call 711.