EXPERIENCE REQUIRED : 5–8 years in US payroll

ROLE SUMMARY

We are looking for an experienced Team Leader – US Payroll to independently own the payroll, HR-compliance and related back-office function for a multi-location US retail client. The role is the client's primary point of contact and works directly with the VP of Operations, district managers and store managers. The candidate must be able to run bi-weekly payroll in ADP Workforce Now end-to-end without supervision, take sound decisions on exceptions and abnormal situations, and set up the processes, checklists and controls needed to deliver accurately and on time.

As the engagement grows, the role will also guide and review the work of junior team members.

KEY RESPONSIBILITIES

1. Client Ownership & Leadership

· Act as the primary point of contact for the client; run regular calls with the VP of Operations and store/district managers, agree timelines and manage expectations.

· Work independently on day-to-day matters and escalate only significant risks or policy decisions to the client and the Reporting Manager.

· Build and maintain SOPs, payroll calendars, checklists and process documentation for the client.

· Guide, train and review the work of junior team members as the scope grows; ensure maker–checker controls are followed.

· Report status, issues and turnaround metrics to the Reporting Manager every week.

2. Payroll Processing

· Own end-to-end bi-weekly payroll processing in ADP Workforce Now across all stores, including pay changes and bonuses, and review each run with the VP of Operations before finalisation.

· Perform pre- and post-payroll reconciliations (hours, gross-to-net, variances against prior period, tax and deduction registers).

· Ensure compliance with federal, state and local hourly wage requirements (minimum wage, overtime, break rules) across all store locations.

· Set up and manage statutory and voluntary deductions such as child support orders, wage garnishments and tax levies.

3. Exception & Abnormal-Situation Handling

· Resolve payroll exceptions independently:



off-cycle and manual checks, missed or incorrect payments, retro pay, reversals, voids and adjustments.

· Handle state and local tax notices, wage-and-hour queries and agency correspondence; investigate root cause and respond within deadlines.

· Manage year-end and quarter-end activities with ADP (W-2 corrections, tax filing reconciliations, amendments).

· Identify recurring errors, perform root-cause analysis and put corrective controls in place.

4. Employee Onboarding

· Coordinate with store and district managers to onboard new hires; ensure Form I-9 verifications are complete and accurate and direct deposit details are uploaded in ADP.

· Track onboarding status and keep managers updated on employees who have not yet completed the process.

· Apply for local tax IDs as needed for recent work locations and set them up in ADP, or coordinate with the client's executive administrator.

5. Offboarding & Unemployment Claims Management

· Ensure termination dates and separation details are recorded accurately in ADP and final pay meets state timing rules.

· Manage unemployment claims: gather facts from the relevant district manager (dates, reason for separation, documentation) and respond through the state portal.

· Complete and submit fact-finding questionnaires and relief-from-charges forms accurately and within deadlines; prepare for appeals where required.

· Maintain a claims tracker covering status and response deadlines so nothing is missed.

6. Benefits Administration

· Administer the existing benefits program: enrollments, payroll deductions, COBRA notices and employee queries.

· Send out annually required benefits notices and forms.





· Monitor employee hours to identify newly ACA-eligible employees and send enrollment forms.

· Prepare and file annual Forms 1094-C / 1095-C, or work with the VP of Operations to ensure timely and accurate filing.

· Maintain compliance with applicable benefits regulations (ACA, COBRA, ERISA).

7. Sales Tax Remittance

· Calculate and remit sales tax for each store on a monthly or quarterly basis as required by the state and local jurisdiction, and maintain a filing calendar.

REQUIRED QUALIFICATIONS & EXPERIENCE

· Bachelor's degree in Commerce, Accounting, Finance or HR (B.Com / M.Com / MBA preferred).

· 5–8 years of hands-on US payroll experience, including at least 2 years independently handling a US client or acting as team lead / senior.

· Strong working experience with ADP Workforce Now (mandatory).

· Sound knowledge of US payroll compliance: FLSA, federal/state/local withholding, multi-state taxation, garnishments, Form I-9, final-pay rules.

· Practical experience with unemployment claims, benefits administration, COBRA and ACA (1094-C / 1095-C) reporting.

· Exposure to US state sales tax filings.

· Advanced MS Excel (XLOOKUP, pivot tables) for reconciliations, trackers and reporting.

KEY SKILLS & COMPETENCIES

· Excellent written and spoken English; confident in direct communication with US managers and executives.

· Independent judgment and problem-solving; able to handle escalations and unusual situations calmly.

· High accuracy and strong control mindset when handling confidential employee data.

· Deadline ownership across payroll, claims and filing calendars.

· Ability to mentor, review and build a team.

· Willingness to work US shift hours.

PREFERRED / GOOD TO HAVE

· US payroll certification (APA FPC / CPP) or equivalent training.

· Experience with US retail, restaurant or franchise businesses (multi-location hourly workforce).

· Exposure to other payroll / HRIS platforms (Paychex, Gusto, UKG, QuickBooks Payroll).

📌 US Payroll - Team Lead (India)
🏢 Laabdhi Outsource India Services
📍 India