Payroll Specialist

Job Description

Job Description

Description:

At Daiohs USA , 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! If you're energized by a fast-paced environment and have a passion for delivering great service, we’d love to hear from you.

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, and administers HRIS-driven processes such as exit interviews and performance evaluation reminders.

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.

HRIS Data Management and Employee Records

• Maintain accurate employee records, including personal information, jab data, tax forms and direct deposit details.
• Enter, Update, and track employee training records within the HRIS system.
• 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.
• 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
• Notify managers of upcoming expirations or missing documentation.
• Assist with internal audits by providing payroll, HRIS, and reimbursement reports as requested.

Compliance & Regulatory Responsibilities

• Ensure compliance with all applicable federal, state, and local wage and hour laws.
• Stay current on payroll, HRIS, and reimbursement-related regulatory requirements and implement updates as needed.
• Support year-end payroll processes including W-2 review, corrections, and employee inquiries.

Additional Duties

• Assist with testing payroll and HRIS system updates, enhancements, and integrations.
• Develop and maintain payroll, HRIS, and reimbursement process documentation and standard operating procedures.
• Provide support for ad hoc and special HR projects as assigned.
• Ensure adherence to company policies and procedures.
• Ensure compliance with all applicable, federal, state and local wage and hour laws.
• Stay informed on changes to payroll and tax laws to ensure organizational compliance.
• Maintain confidentiality and ensure secure handling of employee data in accordance with company policies and applicable laws.

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

What you’ll bring – The Person:

• Associates degree or equivalent experience required
• Minimum of 3 years of full cycle payroll processing experience required.
• Experience with Paylocity HRIS system.
• Experience with multi-state payroll processing.
• Experience supporting mid-size organization 500+ employees preferred.
• Proficiency in Microsoft Word, Excel and Outlook
• Attention to detail and accuracy in work.
• Ability to work in person Monday through Friday.

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.