Payroll Coordinator - Richmond, VA

About the role

Since 1987, Eagle Fire Inc. has evolved into a best-of-class provider of fire sprinkler systems, fire protection, life safety services, special hazards systems, fire alarm services, access control systems, fire protection systems management, and fire extinguisher sales and service in support of commercial, industrial, government, and mercantile facilities. The company is actively growing across six states (VA, NC, SC, GA, AL, TN, & TX) to provide more consistency in schedules, faster response time to clients, and internal promotion opportunities. Eagle Fire is seeking an experienced Payroll Coordinator to support accurate and timely weekly payroll processing across multiple locations and states. This role works closely with Payroll, Human Resources, managers, and field Team Members to maintain accurate payroll information, resolve discrepancies, and meet weekly deadlines.

Responsibilities

• Prepare, review, and process weekly payroll and related tasks under the direction of the Payroll Manager.
• Enter and validate approved pay rates and payroll information in Paycom and Profit Zoom.
• Review timecards for accuracy, confirm manager approvals, and make corrections consistent with Company policies and applicable requirements.
• Verify payroll data before imports and exports, compare reports, and review payroll check registers before processing.
• Coordinate with field staff and managers to resolve payroll questions, correct discrepancies, and obtain necessary approvals.
• Process payroll information related to paid time off, on-call pay, incentive pay, stipends, and certified payroll.
• Calculate additional certified payroll pay for inclusion in weekly payroll.
• Generate and review payroll reports before and after submission.
• Partner with Human Resources to ensure new hire and employment status changes are accurately reflected in payroll systems.
• Process Team Member per diems each Monday and load approved amounts onto per diem credit cards.

Requirements

• At least five years of payroll experience in a multi-location, multi-state environment.
• Associate or bachelor's degree in accounting or business preferred.
• Proficiency in Microsoft Office, including intermediate Excel skills and Microsoft Word.
• Experience using electronic payroll systems and importing/exporting data between platforms.
• Paycom and/or Profit Zoom experience preferred.
• Understanding of local, state, and federal payroll and payroll tax laws.
• Strong organizational skills, attention to detail, and the ability to prioritize work and meet weekly deadlines.
• Sound judgment, problem-solving skills, and the ability to manage multiple tasks in a fast-paced environment.
• Adaptability to changing processes, systems, and priorities.
• Excellent communication, interpersonal, and customer service skills.
• Ability to maintain strict confidentiality and work independently and collaboratively with minimal supervision.

Work environment & physical requirements

• On-site position in Richmond, VA.
• Standard Monday through Friday schedule; extended hours may occasionally be required to meet payroll processing and related deadlines.
• Extended periods of desk-based work and regular use of a computer, keyboard, and other office equipment.
• Ability to review payroll data, prepare reports, and communicate with Team Members and managers, with or without reasonable accommodation.

Pay

The pay range for this position is $32 to $37 per hour. Actual compensation will be determined based on relevant experience, skills, certifications, education, internal equity, and market data for comparable roles. The published range represents the expected hiring range for candidates who meet the requirements of the role; offers may fall outside this range in exceptional circumstances where a candidate's experience and expertise would bring significant additional value.

Schedule

Standard Monday through Friday, on-site in Richmond, VA. Extended hours may occasionally be required to meet payroll processing deadlines.