Payroll Manager

Position Summary

The Payroll Manager is responsible for leading the end-to-end payroll function for both our in-office employees and union-represented vessel personnel across multiple entities. This role ensures accurate and timely payroll processing, administration of collective bargaining agreements, payroll tax compliance, retirement and benefit deductions, audit support, and adherence to federal, state, maritime, and union requirements. The Payroll Manager partners closely with Human Resources, Finance, and other pertinent departments, as well as external service providers to maintain payroll accuracy, compliance, and operational excellence.

Duties and Responsibilities

• Manage the end-to-end payroll function, establishing controls, workflows, service standards, and continuous improvement initiatives to ensure accuracy, compliance, and operational efficiency.
• Able to execute multi-entity payroll processing for diverse workforces. Proficient in managing complex wage compliance, specialized deductions, and industry-specific legal regulations.
• Administer crew payroll in accordance with multiple collective bargaining agreements, ensuring accurate wage calculations, union remittances, fringe benefit contributions, and compliance with contractual obligations with support from the Operations team.
• Maintain confidentiality of payroll records, payroll operations, and other sensitive information.
• Ensure that third-party providers achieve all federal and state legislative and compliance standards.
• Manage multi-state payroll tax filing through third-party systems.
• Ensure payroll compliance with all company policies.
• Reconcile payroll-related benefit and retirement plan deductions, coordinate with plan administrators, and support annual audits, compliance testing, and reporting activities.
• Onboard new hires as needed.
• Manage and monitor external service providers and internal stakeholders to ensure accurate, effective performance and adherence to established service levels and compliance standards.
• Prepare and reconcile payroll-related journal entries, labor cost allocations, payroll accruals, and support schedules for monthly financial close activities.
• Schedule tasks and the flow of information to process and distribute payroll and other related tasks accurately.
• Manage timecards, time entry, and timekeeping software and systems.
• Research and complete all employment verifications and requests, including those required by state and governmental agencies (unemployment requests, audits, etc.).
• Perform reporting for compensation, ACA reporting, and ad hoc reporting requests.
• Serve as the primary payroll lead for internal, external, union, and governmental audits, ensuring timely and accurate responses to information requests.
• Oversee payroll system administration, integrations, testing, upgrades, and process automation initiatives to improve efficiency and reporting accuracy. Lead digital transformation and modernization of payroll systems.

Competencies

• Time Management: Ability to coordinate several activities simultaneously in a fast-paced environment, prioritize and plan work activities, use time efficiently, demonstrate organizational skills, and develop realistic action plans.
• Problem Solving: Considers multiple sides of an issue, weighs consequences before making a final decision, makes informed decisions based on available information, and recognizes issues to determine actions needed to advance the decision-making process.
• Communication: Prioritizes data sharing and works across departments to coordinate execution and achieve shared outcomes.
• Collaboration & Teamwork: Thrives in a team-oriented environment, builds positive working relationships across departments.

Education, Training & Experience

• Required:
• Undergraduate degree
• 7–10+ years payroll experience
• Experience processing payroll for unionized workforces
• Multi-State payroll experience
• CPP (Certified Payroll Professional) preferred
• Proficiency with Excel and varying payroll systems
• PREFERRED:
• Maritime, transportation, logistics, shipping, offshore, energy, or union-heavy industry experience
• Experience supporting 500+ employee populations
• Experience with ADP Workforce Now and HiBob