[Hiring] US Payroll Administrator @Emapta

Role Description

Contribute your payroll expertise to the financial operations of a Florida field services business. As a US Payroll Administrator, you'll manage W-2 compensation, coordinate payroll tax requirements, and maintain reliable financial records. Grow your international career with Emapta, where your accuracy supports business continuity, strengthens workforce confidence, and earns recognition within a community of exceptional Top 1% talent.

Employment Type: Part-time | Estimated 5-10 hours per week

Shift: Night Shift, Weekends Off

Work Setup: Work From Home

Benefits

• Competitive Salary Package
• Night differential pay to maximize your earnings
• HMO coverage with free dependent upon regularization
• Fixed weekends off
• Unlimited upskilling through Emapta Academy courses
• Free 24/7 access to our office gyms (Ortigas and Makati) with a free physical fitness trainer!
• Exclusive Emapta Lifestyle perks (hotel and restaurant discounts, and more!)
• Unlimited opportunities for employee referral incentives across the organization
• Fun engagement activities for employees
• Mentorship and exposure to global leaders and teams
• Career growth opportunities
• Diverse and supportive work environment

Qualifications

• Minimum of 2 years of hands-on experience in US payroll processing for W-2 employees.
• Strong knowledge of federal payroll taxes, wage and hour laws, and overtime calculations.
• Familiarity with Florida payroll regulations and reemployment tax requirements.
• Proficiency in at least one major US payroll platform.
• Strong proficiency in Microsoft Excel or Google Sheets.
• Exceptional attention to detail and commitment to payroll accuracy.
• Strong organizational and time management skills to meet strict payroll deadlines.
• Excellent written and verbal English communication skills.
• Ability to maintain confidentiality and handle sensitive employee and financial information.
• Ability to work independently and manage the complete payroll cycle in a remote environment.
• Previous payroll experience in plumbing, HVAC, electrical, construction, or other field-service industries.
• Experience with QuickBooks Online and QuickBooks Payroll.
• Familiarity with timekeeping and field-service platforms such as ServiceTitan, Housecall Pro, or Jobber.
• Experience in payroll processing for hourly employees, including overtime, commissions, and performance-based bonuses.
• Knowledge of workers' compensation payroll classifications and reporting requirements.
• Experience with small US businesses with fewer than 25 employees.

Requirements

• Availability for an estimated 5-10 hours per week, depending on payroll frequency and administrative requirements.
• Ability to coordinate with management during designated US business hours for payroll approvals, discrepancy resolution, and operational updates.
• Flexibility to accommodate additional hours during year-end reporting, employee onboarding, and payroll audits.

Your Daily Tasks

• Process accurate and timely weekly or biweekly payroll for approximately 10 US-based W-2 employees.
• Review and validate employee timesheets, regular hours, overtime, bonuses, commissions, and payroll adjustments.
• Calculate gross-to-net payroll, including applicable federal income tax withholding, Social Security, Medicare, and authorized deductions.
• Maintain accurate employee payroll records, including compensation changes, direct deposit details, and tax withholding elections.
• Process final paychecks and payroll adjustments for departing employees.
• Investigate and resolve payroll discrepancies.
• Respond to employee payroll inquiries accurately and professionally.
• Collect and reconcile time records for plumbers, apprentices, and office personnel.
• Verify regular hours, overtime, paid time off, and other compensable hours.
• Coordinate with management to confirm employee time entries and obtain payroll approvals.
• Track employee hours across service calls, installations, and other projects as required.
• Ensure overtime calculations comply with applicable federal wage and hour regulations.
• Ensure compliance with federal payroll tax regulations and applicable Florida employment requirements.
• Facilitate timely federal payroll tax deposits and filings, including Forms 941, 940, and W-2.
• Coordinate Florida reemployment tax reports and payments.
• Maintain accurate payroll documentation and records for audits and regulatory compliance.
• Support year-end payroll reconciliation and W-2 preparation.
• Collaborate with external accountants or payroll providers to resolve tax-related issues.
• Maintain accurate employee payroll profiles and compensation records.
• Track paid time off, sick leave, and other employee benefits, as applicable.
• Prepare accurate payroll summaries and labor cost reports for management.
• Assist with new-hire payroll setup and employee terminations.
• Support workers' compensation payroll reports and annual insurance audits.
• Protect the confidentiality of employee records and company financial information.
• Operate and maintain payroll platforms such as QuickBooks Payroll, ADP, Gusto, Paychex, or equivalent systems.
• Reconcile payroll reports against corresponding accounting records.
• Identify opportunities to improve payroll accuracy, employee time records, and administrative efficiency.
• Coordinate with management and external accountants to resolve payroll and accounting concerns.

Key Performance Indicators

• Achieve 100% accurate payroll processing.
• Meet 100% of established payroll deadlines.
• Prevent avoidable late filings and payroll tax penalties.
• Complete timesheet reconciliation before every payroll run.
• Resolve discrepancies within two business days.
• Prepare accurate monthly payroll summaries.