Hr/Payroll Administrator With Recruiting

HR/Payroll Administrator/ Concentration in Recruiting

Department: Human Resources/Accounting

Job Summary:

In-Office Role

The HR/Payroll Administrator will play a critical role in maintaining HR compliance, managing employee recognition programs, assisting with training and engagement initiatives, and handling recruiting efforts. This role requires balancing HR generalist responsibilities while focusing approximately 40% on hands-on recruiting and talent acquisition, and 20% on payroll processing, audits, and related reporting. This position reports to the Human Resources Director.

Generalist HR Responsibilities (40%):

• Employee Recognition & Engagement

• Administer the Nectar employee recognition, rewards, and engagement program, including:

• Identifying and setting up Wilmot-sponsored challenges.

• Coordinating learning opportunities and wellness activities.

• Tracking life events and sending recognition points & announcements.

• Managing Core Values points and peer-to-peer recognition.

• Awarding and ordering gift cards for the Fun Committee.

• Attend other Community Engagement Events as needed

• Organize and execute company-sponsored events, such as:

• Training & Lunch-n-Learn Coordination

• Coordinate the monthly Lunch 'n Learns, including:

• Ordering meals and tracking attendee headcount.

• Preparing meeting space, materials, and Space Solutions setup.

• Researching and generating ongoing program topics with an appropriate timeline.

• Scheduling internal and external presenters and managing calendar invites.

• Support training efforts, including safety training, skill development, and professional growth opportunities.

• Modular 101 training for Facility Managers, Junior Associates, WIN participants, and new hires.

• Assist in team-building initiatives to enhance company culture.

• Onboarding & New Hire Support

• Provide new hire office tours and introductions

• Sending company-wide new hire announcements & informing Marketing

• Preparing new hire welcome swag (Nectar), onboarding schedules, mentorship program, and office supplies setup.

• Assisting new hires with TriNet onboarding login/instructions at a kiosk or mobile, as needed.

• HR Administration & Compliance

• Maintain and organize employee records, including I-9s, personnel files, and HRIS data.

• Prepare and process unemployment claims and employment verifications.

• Provide backup support for worker's compensation claims and reporting.

• Assist with HR compliance, including audit preparation and policy documentation.

• Generate HR reports related to employee data, hiring trends, and compliance.

• Sending company-wide employee announcements (housekeeping, new hires, inclement weather)

• Support marketing efforts for the company newsletter with HR-related content.

• Assist in preparing presentations and communication materials for HR projects.

Recruiting & Talent Acquisition (40%):

• Manage full-cycle recruiting, including job postings, resume screenings, interview scheduling, and onboarding.
• Interface with applicants and candidates to coordinate interview availability and scheduling.
• Facilitate Outlook interview invites and ensure hiring teams are prepared.
• Prepare conference room space and materials for interviews (including virtual setups via Space Solutions).
• Greet and escort candidates upon arrival and notify interviewers.
• Represent Wilmot at job fairs, including preparing physical materials and coordinating with Marketing for posters/signage.
• Assist in sourcing candidates through job boards, social media, and networking.
• Maintain an ongoing talent pipeline to support hiring needs.
• Ensure a smooth candidate experience with clear communication and timely follow-ups.

Payroll Administration (20%):

• Assists outside auditors at year-end to include preparing schedules, providing explanation of supporting materials and procedures, and preparing any other necessary data
• Enters, maintains, and processes information in the payroll system, to include employees' hourly rates, salaries, commissions, bonuses or other compensation, time worked, paid leave and holidays, deductions and withholding, address changes, and other information
• Ensures proper processing of payroll deductions for taxes, benefits, charitable contributions, and other deductions
• Records and processes federal and state payroll tax deposits
• Ensures consistent application of payroll practices in conjunction with API policies that reflect compliance with State and Federal labor laws, works closely with the HR department
• Provides Accounting, Financial, Payroll, or other ad-hoc reporting, as requested
• Maintain and enforce accounting policies and procedures for departmental functions and cross training purposes
• Collaborate with HR for onboarding, HRIS data integrity, and policy administration/compliance
• Ensure compliance with local, state, and federal government requirements
• Maintains records of all financial documents with appropriate supporting documentation
• Performs and directs special projects as requested
• Other duties as assigned, being that this position description is intended to be a general overview of the role's responsibilities and the work performed

Education & Experience:

• Bachelor's degree in Human Resources, Business Administration, or a related field preferred.
• 3-5 years of experience in HR, with a mix of generalist responsibilities and recruiting
• Minimum of 3 years of hands-on experience processing and auditing payroll, including deductions, employer taxes, and related compliance tasks.

Skills & Competencies:

• Strong knowledge of recruiting best practices and full-cycle talent acquisition.
• Experience managing employee engagement, recognition programs, and HR event coordination.
• Familiarity with HRIS and applicant tracking systems (ATS).
• Excellent organizational and multitasking skills to manage diverse HR functions.
• Proficiency in HR compliance, reporting, and unemployment/workers' compensation processes.
• Strong communication skills and the ability to build relationships across departments.
• Strong organizational skills and attention to detail
• Strong understanding of confidentiality, safeguarding sensitive data, and maintaining strict boundaries to protect company and employee welfare
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
• Familiarity with construction industry terminology is a plus
• Have a solid work ethic that includes doing the right thing, being reliable, trustworthy and honest

Wilmot Modular Structures is an equal opportunity employer. We are committed to fostering a diverse and inclusive workplace where all individuals are valued and respected, regardless of race, gender, age, religion, disability, or any other protected status.