Payroll Coordinator

A FirstCall Mechanical Company

PAYROLL COORDINATOR

Location: Can reside in any of these locations: Austin, TX / Dallas, TX / Charlotte, NC

WHO IS FIRSTCALL MECHANICAL?

FirstCall Mechanical is a leading provider of commercial and industrial HVAC, building controls, electrical, and plumbing services. FirstCall serves a wide array of facility and customer types, including distribution centers, industrial plants, universities, airports, healthcare facilities, self-storage units, and more. With approximately 700 employees across Ohio, New York, Virginia, Tennessee, North Carolina, South Carolina, Georgia, Florida, and Texas, FirstCall is committed to building durable partnerships. The company is actively expanding its operations nationwide and partnering with organizations that share its dedication to quality and customer satisfaction.

FirstCall Mechanical not only partners with companies to nurture growth in the market, but also provides equal focus on employee growth and development as well.  We believe when YOU succeed, we all succeed, so we strive to be the first call for talented team members who want a career, not just a job.

BENEFITS OVERVIEW

FirstCall Mechanical values our employees' well-being, growth, and success! Employees are offered a robust benefits package, including: 

• Competitive Weekly Pay
• Comprehensive Healthcare Coverage - Medical, Dental, Vision, Free Telehealth + More
• Financial Resources - 401(k) Retirement Savings Plan with a 5% match, Life Insurance, Short & Long-Term Disability
• Time-Off & Holidays - Up to 4 weeks of Paid Off, 9 Paid Holidays + Veterans Day for Veterans
• Career Growth & Development- Company-sponsored education and career advancement programs like the FirstCall Academy, the Learning & Education Assistance Program (LEAP), and the FirstCall Progression Program
• Generous Referral Bonus of $2,500 per referral
• Role-Specific Perks - Company vehicle or allowance, mobile phone or phone allowance, uniforms, and work boot and pants allowances

POSITION OVERVIEW

The Payroll Coordinator is primarily responsible for overseeing the accurate and timely execution of payroll functions. In addition to payroll, this role will support various HR Operations responsibilities such as auditing, maintaining federal, state, and company policy compliance, reporting, and managing employee data. The ideal candidate will be a collaborative team player who thrives in managing detailed tasks and excels at maintaining organization and precision.

JOB RESPONSIBILITIES

• Facilitate weekly and semi-monthly multi-state payroll processing, working cooperatively with managers, HR, and the finance department to ensure accuracy and of time reporting and related data integrity
• Maintain accurate payroll information by collecting, calculating, and entering data
• Ensure payroll complies with federal, state, and local payroll laws and regulations
• Ensure accurate calculation, withholding, and submission of federal, state, and local payroll taxes in compliance with applicable laws and deadlines
• Handle employee inquiries regarding payroll
• Identify opportunities to streamline payroll processes and implement improvements for greater efficiency and accuracy
• Work closely with HR to ensure timely updates on new hires, terminations, salary adjustments, and other employee changes
• Manage HRIS data for accuracy and provide regular and ad hoc reporting
• Assist with year-end reporting, including W-2s and ACA
• Assist with employee data, payroll, benefit audits
• Manage regulatory filings such as EEOC and worksite reporting
• Stay updated on changes in payroll laws, tax regulations, and company policies
• Proficiency with MS Office, HRIS, and benefit databases
• Experience with Paycom is awesome, but not mandatory
• Must be extremely detail oriented, have excellent follow-through, and take initiative
• Reliable with adherence to confidentiality
• Proven ability to meet deadlines and be comfortable with high pressure work

ACCOUNTABILITIES

• Continual learning and development in the body of knowledge through FirstCall Academy, to ensure we set the bar for skill level in the industry
• Elite level of customer service, to ensure we continue to be the FirstCall for potential employees in the industry

ORGANIZATIONAL ALIGNMENT

This position sits on the HR Operations team, reports to the HR Operations Manager, and is additionally responsible to company managers and employees.

QUALIFICATIONS

• Proven experience as a Payroll Coordinator or similarly aligned role.
• Knowledge of HR and/or payroll software (e.g., Paycom, Paychex, QuickBooks) and Microsoft Office (especially Excel).
• Understanding of payroll processes and best practices.
• Knowledge of federal, state, and local payroll regulations.
• Familiarity with federal, state, and local payroll tax regulations, including tax withholding, reporting, and compliance requirements.
• Excellent organizational and time management skills.
• Strong attention to detail and accuracy.
• Ability to handle confidential information with discretion.
• Effective communication skills to liaise with employees and management.

Education and Experience:

• At least 2 years of experience in payroll administration or similar role facilitating payroll processes in a multi-state environment, with a general understanding of FLSA rules and regulations, preferably in the skilled trades industry or a mid to large hourly employee base in the service industry.

BEHAVIORAL PROFILE

Language Skills
Ability to read and comprehend simple instructions, short correspondence, and memos. Ability to write correspondence. Ability to effectively present information in one-on-one and small group situations to customers, clients, and other employees of the organization.

Mathematical Skills
Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret graphs.

Reasoning Ability
Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations. Mental stamina for problem solving and prioritizing multiple tasks.