Payroll Specialist

Description

At First Choice Coffee Services, we’re on a mission to fuel workplaces across the nation with unbeatable customer service and top-quality office coffee solutions. For nearly 50 years, we've proudly served businesses throughout the U.S., delivering premium coffee experiences right to their break rooms.

We're currently seeking a Payroll Specialist to join our growing team! 

Why Join Us?

• Be part of a trusted, established company
• Enjoy a supportive, team-oriented work culture
• Take pride in helping businesses stay fueled and focused

Bring your drive, reliability, and commitment to excellence—and let’s brew success together!

What you’ll be doing – The Role

As Payroll Specialist, this position will be responsible for accurately processing weekly and bi-weekly payroll for the entire Daiohs USA organization. This role also maintains employee data within the HRIS system, audits expense reimbursement submissions, supports compliance and documentation tracking.

ESSENTIAL DUTIES/RESPONSIBILITES

Payroll

• Serves as the primary contact for payroll related questions. 
• Prepare and process weekly and bi-weekly payroll for all employees, including hourly, salaried and commission staff. 
• Ensure timely and accurate payroll using the company’s HRIS/Payroll system for processing.  
• Process all status changes (promotions, demotions, pay changes, leave of absences, etc) using the company’s HRIS/Payroll system.
• Review and validate timekeeping records, pay codes, overtime, commissions, bonuses, retro pay, and other earnings prior to payroll submission.
• Audit payroll registers before final submissions to identify and correct discrepancies.
• Investigate and resolve payroll discrepancies.
• Issue or reissue off-cycle payments, manual checks, replacement checks, and final paychecks as required. 
• Enter, maintain, and update employee garnishments and wage assignments in the payroll system, ensuring accurate deductions and compliance with applicable requirements.

HRIS Data Management and Employee Records

• Maintain accurate employee records, including personal information, job data, tax forms and direct deposit details.
• Upload and maintain required employee documentation in the HRIS system in accordance with company policy and records retention requirements. 
• Ensure data accuracy and consistency between payroll, HR, and timekeeping modules. 

Expense Reimbursement Auditing 

• Review and audit employee expense reimbursement submissions for accuracy, completeness, and compliance with company policy.
• Verify supporting documentation, receipt requirements, mileage calculations, and approval workflows prior to reimbursement.
• Identify and resolve discrepancies or policy exceptions in coordination with employees, managers, and Finance.
• Ensure approved reimbursements are processed timely and accurately through payroll or accounts payable, as applicable.
• Enter approved employee mileage reimbursements into the payroll system, verifying accuracy and ensuring timely payment.
• Maintain records and reporting related to employee expense reimbursements.

Compliance Tracking and Reporting

• Run and maintain reports to track employee documentation and compliance requirements, including but not limited to:
• Driver’s license expiration
• Forklift certification expiration
• Required training completion and renewal dates
• Generate and review weekly overtime reports to identify discrepancies, trends, and potential timekeeping concerns, and communicate findings to management as appropriate.
• Generate weekly time-off reports tracking employee vacation, sick leave, and unpaid time off for management review.
• Notify managers of upcoming expirations or missing documentation.
• Assist with internal audits by providing payroll, HRIS, and reimbursement reports as requested.

What’s in it for me? – The Benefits

• 401(k) and company matching
• Medical, Dental and Vision Insurance
• Employee Assistance Program
• Flexible Spending Account 
• Life insurance
• Paid vacation and sick time
• 9 paid holidays

Requirements

What you’ll bring – The Person:

· Associates degree or equivalent experience required

· Minimum of three (3) years of hands-on payroll processing experience.

· Experience processing payroll for hourly, salaried and commission-based employees. 

· Working knowledge of federal, state and local wage laws.

· Experience with payroll systems and HRIS platform required. Preferably Paylocity experience. 

· Proficiency in Microsoft Excel, including formulas, filtering, sorting, and generating and analyzing payroll reports.

· Experience reviewing timekeeping records, overtime reports, paid time off, and employee reimbursement submissions.

· Strong analytical and problem-solving skills with the ability to identify and resolve payroll discrepancies.

· Excellent organizational skills, attention to detail, and ability to manage multiple deadlines in a fast-paced environment.

Work Schedule 8:30am-5:00pm Monday through Friday in person

Daiohs USA is committed to providing all applicants and employees equal employment opportunities when it comes to hiring, job assignments, compensation, benefits, training, and all other work-related matters. Personnel decisions at Daiohs are made without considering someone’s legally protected characteristics, such as their race, color, religion, gender, gender identity or expression, pregnancy, sexual orientation, marital status, age, national origin, ancestry, citizenship, physical or mental disability, genetic information or characteristics, diagnosis or history of cancer, military or veteran status, or any other characteristic protected by applicable federal, state, or local law.