Payroll Coordinator

Who Are We?

XNRGY Climate Systems is a North American leader in sustainable HVAC solutions and advanced manufacturing of custom air treatment systems. We design and manufacture energy-efficient climate systems for applications including data centers, healthcare facilities, industrial buildings, and other mission-critical environments.

Position Overview

Reporting to the HR Manager, the Payroll Coordinator is responsible for supporting accurate, timely, and compliant processing of U.S. payroll. Based in Mesa, AZ, this position performs payroll preparation, validation, auditing, reconciliation, employee support, and payroll administration while maintaining accurate payroll and timekeeping records.

The role partners closely with Human Resources, Finance, managers, employees, and payroll service providers to identify and resolve payroll discrepancies, maintain accurate employee payroll data, and support federal, state, and local payroll requirements.

This position requires strong attention to detail, confidentiality, analytical ability, sound judgment, and the ability to work effectively in a deadline-driven environment.

Essential Duties & Responsibilities

- Partner with Human Resources, Finance, Operations, managers, and payroll providers to resolve payroll issues and strengthen payroll processes.

- Support payroll reporting, system testing, process documentation, and continuous improvement initiatives.

- Protect confidential employee information and maintain payroll records in accordance with company requirements and applicable record-retention rules.
- Maintain accurate payroll, direct deposit, deduction, and garnishment information in Dayforce HCM.

Systems, Records & Process Support

- Assist with payroll tax notices and state registrations by gathering payroll data and supporting documentation for review by payroll leadership or the designated tax provider.

- Review state and local tax reports for discrepancies and coordinate corrections with the payroll provider and appropriate internal partners.

- Support multi-state payroll tax administration, including employee withholding setup, jurisdiction changes, tax exceptions, and payroll tax inquiries.

- Maintain accurate employee work-state, resident-state, and local tax information in Dayforce HCM.

State & Local Payroll Taxes

- Provide guidance to employees and managers regarding timekeeping procedures, payroll cutoffs, and required approvals.

- Partner with employees, supervisors, Human Resources, and Operations to resolve timekeeping issues before payroll deadlines.

- Review timecards for missing punches, unapproved time, incorrect pay codes, overtime, paid time off, shift premiums, and other timekeeping exceptions.

Time & Attendance

- Support internal and external payroll audits and assist with quarter-end and year-end reconciliation activities.

- Reconcile payroll earnings, deductions, taxes, and payroll-related balances, maintaining clear documentation and audit trails.

- Review payroll registers, exception reports, and period-over-period variances to identify and resolve discrepancies.

- Perform pre- and post-payroll audits to confirm the accuracy and completeness of payroll data and calculations.

Payroll Processing, Audit & Reconciliation

- Research and respond to employee and manager questions regarding pay, deductions, taxes, direct deposit, and payroll corrections.

- Process payroll corrections, off-cycle payments, reversals, voids, and other adjustments as needed.

- Review and validate employee payroll changes, earnings, deductions, reimbursements, bonuses, shift differentials, retroactive pay, and other payroll transactions.

- Support end-to-end U.S. payroll processing in accordance with established schedules, controls, and deadlines.

Minimum Qualifications

- High school diploma or equivalent required.

- Associate or bachelor’s degree in Accounting, Finance, Human Resources, Business Administration, or a related discipline preferred.

- Two or more years of payroll, timekeeping, accounting, or related HR/payroll experience preferred.

- Experience processing or supporting U.S. payroll.

- Experience working with an HRIS/payroll system.

- Working knowledge of payroll concepts, including earnings, deductions, overtime, taxes, garnishments, and payroll adjustments.

- Proficiency with Microsoft Excel and the ability to work with payroll reports and large data sets.

- Strong analytical, reconciliation, organizational, and problem-solving skills.

- High level of accuracy and attention to detail.

- Ability to manage competing priorities and strict payroll deadlines.

- Strong written and verbal communication skills.

- Ability to handle confidential employee and compensation information appropriately.

Preferred Qualifications

- Experience with Dayforce HCM.

- Experience supporting multi-state U.S. payroll.

- Experience researching payroll discrepancies and performing payroll reconciliations.

- Experience supporting quarter-end and year-end payroll activities.

- Experience with payroll tax and garnishment administration.

- Payroll certification, such as PayrollOrg’s Fundamental Payroll Certification (FPC) or Certified Payroll Professional (CPP).

- Experience working in a manufacturing, industrial, or multi-location environment.