Payroll Administrator (US-Focused)
3HRsome
/job-details/9413
**What We Offer**
- Fully remote work environment
- Working hours: 09-05 Pacific Time Zone
- Salary: 2000-2700$/month
- Exposure to end-to-end accounting and U.S. payroll operations
- Opportunity to help build and shape finance processes from the ground up
- Structured tooling and documentation with room for improvement and ownership
- A collaborative finance team environment with clear expectations and support
- Growth opportunities alongside a scaling, international company
About the Opportunity
Our client is a rapidly scaling company with a global team and a strong presence in the US. As their workforce grows, payroll complexity is increasing, particularly with US-based employees and compliance requirements.
They are looking for a Payroll Administrator with hands-on US payroll experience who can ensure accurate, compliant, and timely payroll processing. This role requires a strong understanding of US labor laws, tax regulations, and payroll best practices.
You will play a key role in maintaining operational accuracy and ensuring employees are paid correctly and on time, while navigating multi-jurisdictional requirements.
**Key Responsibilities**
**Accounts Payable**
- Import and maintain vendor bills and credit memos in the accounting system
- Maintain vendor records and supporting documentation
- Partner with Operations teams on COGS-related invoices and payments
- Assist with vendor statement reviews and discrepancy resolution when needed
**Accounts Receivable & Billing**
- Create and issue invoices, receipts, and billing statements
- Monitor AR balances and post incoming payments from payment processors
- Perform regular AR aging reviews and follow up on past-due balances
- Support bad debt monitoring and periodic bad debt calculations
**Payroll & Employment Operations**
- Support payroll processing for U.S. employees and international employees/contractors
- Partner with external payroll providers (e.g. Gusto, Deel, Justworks or similar) on:
- Payroll preparation, review, and validation
- Employee setup changes, payroll data updates, and issue resolution
- Support U.S. employment lifecycle processes:
- Onboarding and offboarding coordination
- Payroll-impacting changes (terminations, state changes, role changes)
- Proactively research and track U.S. payroll and employment requirements, including:
- Multi-state payroll considerations
- Federal and state-level compliance obligations
- Employment-related triggers such as nexus, registrations, and reporting
- Maintain payroll documentation and support audit and compliance readiness
**Month-End Close & Reconciliations**
- Support monthly close activities across P&L and Balance Sheet accounts
- Prepare and post journal entries (weekly and monthly)
- Perform balance sheet reconciliations, including:
- Cash and bank accounts
- Prepaid and accrued expenses
- Fixed assets
- WIP and COGS-related accounts
- Identify missing transactions, discrepancies, or unusual variances and escalate proactively
**Process Improvement & Documentation**
- Follow and maintain existing accounting SOPs and operational documentation
- Identify process gaps, inefficiencies, or recurring issues
- Suggest and support process improvements as systems and workflows evolve
- Contribute to building scalable accounting and payroll processes in a growing environment
**Requirements**
**Experience & Skills**
- 3+ years of experience in Accounting Operations, Finance Operations, or a similar role
- Hands-on experience with: Accounts Payable, Accounts Receivable, and reconciliations, Month-end close activities
- Experience supporting payroll in partnership with an external payroll provider
- Exposure to
**U.S. payroll**
(W-2 employees and/or contractors), including multi-state environments
- Strong understanding of core accounting principles (P&L, Balance Sheet, journal entries)
- High attention to detail and comfort working with transactional financial data
- Strong research skills and ability to independently investigate regulatory or payroll-related questions
- Experience working in a fully remote, asynchronous environment
- Professional working proficiency in English
**Nice to Have**
- Experience with tools such as: Payroll platforms (
**Gusto, Deel, Justworks), QuickBooks, ClickUp, Notion, PandaDoc**
- Prior exposure to U.S. employment compliance across multiple states
- Experience in fast-growing startups or scale-up environments
- Experience working with international teams and mixed employment models
**What We’re Looking For**
- Highly organized and process-oriented
- Reliable and consistent in operational execution
- Proactive in identifying and flagging issues
- Comfortable collaborating cross-functionally
- Clear, concise, and professional written communication
- Curious mindset with a strong ability to learn and adapt
- Fully remote work environment
- Working hours: 09-05 Pacific Time Zone
- Salary: 2000-2700$/month
- Exposure to end-to-end accounting and U.S. payroll operations
- Opportunity to help build and shape finance processes from the ground up
- Structured tooling and documentation with room for improvement and ownership
- A collaborative finance team environment with clear expectations and support
- Growth opportunities alongside a scaling, international company
About the Opportunity
Our client is a rapidly scaling company with a global team and a strong presence in the US. As their workforce grows, payroll complexity is increasing, particularly with US-based employees and compliance requirements.
They are looking for a Payroll Administrator with hands-on US payroll experience who can ensure accurate, compliant, and timely payroll processing. This role requires a strong understanding of US labor laws, tax regulations, and payroll best practices.
You will play a key role in maintaining operational accuracy and ensuring employees are paid correctly and on time, while navigating multi-jurisdictional requirements.
**Key Responsibilities**
**Accounts Payable**
- Import and maintain vendor bills and credit memos in the accounting system
- Maintain vendor records and supporting documentation
- Partner with Operations teams on COGS-related invoices and payments
- Assist with vendor statement reviews and discrepancy resolution when needed
**Accounts Receivable & Billing**
- Create and issue invoices, receipts, and billing statements
- Monitor AR balances and post incoming payments from payment processors
- Perform regular AR aging reviews and follow up on past-due balances
- Support bad debt monitoring and periodic bad debt calculations
**Payroll & Employment Operations**
- Support payroll processing for U.S. employees and international employees/contractors
- Partner with external payroll providers (e.g. Gusto, Deel, Justworks or similar) on:
- Payroll preparation, review, and validation
- Employee setup changes, payroll data updates, and issue resolution
- Support U.S. employment lifecycle processes:
- Onboarding and offboarding coordination
- Payroll-impacting changes (terminations, state changes, role changes)
- Proactively research and track U.S. payroll and employment requirements, including:
- Multi-state payroll considerations
- Federal and state-level compliance obligations
- Employment-related triggers such as nexus, registrations, and reporting
- Maintain payroll documentation and support audit and compliance readiness
**Month-End Close & Reconciliations**
- Support monthly close activities across P&L and Balance Sheet accounts
- Prepare and post journal entries (weekly and monthly)
- Perform balance sheet reconciliations, including:
- Cash and bank accounts
- Prepaid and accrued expenses
- Fixed assets
- WIP and COGS-related accounts
- Identify missing transactions, discrepancies, or unusual variances and escalate proactively
**Process Improvement & Documentation**
- Follow and maintain existing accounting SOPs and operational documentation
- Identify process gaps, inefficiencies, or recurring issues
- Suggest and support process improvements as systems and workflows evolve
- Contribute to building scalable accounting and payroll processes in a growing environment
**Requirements**
**Experience & Skills**
- 3+ years of experience in Accounting Operations, Finance Operations, or a similar role
- Hands-on experience with: Accounts Payable, Accounts Receivable, and reconciliations, Month-end close activities
- Experience supporting payroll in partnership with an external payroll provider
- Exposure to
**U.S. payroll**
(W-2 employees and/or contractors), including multi-state environments
- Strong understanding of core accounting principles (P&L, Balance Sheet, journal entries)
- High attention to detail and comfort working with transactional financial data
- Strong research skills and ability to independently investigate regulatory or payroll-related questions
- Experience working in a fully remote, asynchronous environment
- Professional working proficiency in English
**Nice to Have**
- Experience with tools such as: Payroll platforms (
**Gusto, Deel, Justworks), QuickBooks, ClickUp, Notion, PandaDoc**
- Prior exposure to U.S. employment compliance across multiple states
- Experience in fast-growing startups or scale-up environments
- Experience working with international teams and mixed employment models
**What We’re Looking For**
- Highly organized and process-oriented
- Reliable and consistent in operational execution
- Proactive in identifying and flagging issues
- Comfortable collaborating cross-functionally
- Clear, concise, and professional written communication
- Curious mindset with a strong ability to learn and adapt
