Payroll Specialist

SATELLITE MANAGEMENT CO.

Payroll Specialist

DEPARTMENT

Human Resources

REPORTS TO

HR Manager

CLASSIFICATION

Non-Exempt

PAY RANGE

$28.00 – $35.00 per hour

LOCATION

Santa Ana, CA

SCHEDULE

Hybrid – 3 days onsite / 2 remote

POSITION SUMMARY

Satellite Management Co. (SMC) is seeking a detail-oriented and reliable Payroll Specialist to join our Human Resources team in Santa Ana, CA. In this role, you will manage full-cycle payroll processing for employees across our residential and commercial property portfolio, ensuring accuracy, timeliness, and compliance with all applicable federal, state, and local requirements.

You will work closely with the HR Manager, onsite property teams, the Controller, and our PEO partner to keep payroll running smoothly. This is a great opportunity for a payroll professional with property management or multi-site payroll experience who enjoys a fast-paced, deadline-driven environment.

WHAT YOU'LL DO

Payroll Processing

• Manage the end-to-end payroll process for all property locations, ensuring transactions are processed accurately, timely, and in compliance with company policy and applicable law.
• Process time and attendance data and interface with our PEO partner to run payroll on a bi-weekly basis.
• Reconcile payroll data prior to transmission and validate confirmed reports for accuracy.
• Process off-cycle payrolls as needed.
• Run daily and weekly timecard exception reports and follow up with property teams to resolve discrepancies.
• Reconcile onsite commission reports and support related audits.
• Maintain wage garnishment records as needed.

Compliance & Audits

• Support quarterly payroll audits to confirm compliance with California labor laws.
• Monitor federal, state, and local legislation affecting payroll; help enforce compliance and advise management on needed action.
• Audit and maintain sick, vacation, birthday, and bereavement leave balances.
• Prepare separation of employment paperwork and process final payments in accordance with California final pay requirements; coordinate with IT to ensure timely removal of system access.
• File the EEO-1 report annually; maintain other records, reports, and logs to conform to EEO regulations.
• Respond to routine unemployment inquiries regarding employment status and wage data.
• Maintain the confidentiality of employee and payroll information at all times.

Reporting & Analysis

• Support accurate, timely year-end reporting, including W-2 and W-2c processing.
• Analyze trends and metrics with the HR department.
• Develop ad hoc financial and operational reports as requested by Executive Management.
• Complete payroll and HR reporting documents and submit for senior management approval.
• Research payroll file issues and communicate findings to the appropriate audience.
• Reconcile PEO deduction statements against benefits billing and notify the Controller of any discrepancies.

Benefits Administration & Support

• Serve as a point of contact with the 401(k) administrator, external investment brokers, and the Fidelity team, in coordination with the Controller and HR Manager.
• Respond to employee inquiries regarding payroll matters.
• Support the HR Manager with payroll-related matters and general HR administrative inquiries.
• Maintain Human Resources filing related to payroll transactions in support of the HR team.
• Recommend and help implement process improvements that streamline payroll and improve ease of use for property managers.
• Other duties, responsibilities, and special projects as assigned.

WHAT YOU'LL BRING

Experience & Qualifications

• 3–7 years of experience processing payroll for 100+ employees.
• Experience in property management or a related industry strongly preferred.
• Current, working knowledge of California and federal wage and hour laws and payroll regulations required.
• Experience with a PEO or comparable multi-site payroll platform preferred.
• Fidelity platform knowledge preferred but not required.
• Strong computer skills, including MS Word, Excel, and Outlook; advanced Excel skills a plus.

Skills & Attributes

• Working knowledge of payroll best practices and multi-site payroll processing.
• Detail-oriented, with the ability to manage multiple priorities and conflicting deadlines to successful completion.
• Strong analytical and quantitative skills, with sound judgment and solid decision-making capabilities.
• Clear, concise written and verbal communication skills, with strong interpersonal skills across all levels of the organization.
• Consultative and collaborative work style; able to build and maintain effective working relationships.
• Ability to maintain privacy and confidentiality of sensitive employee data.
• Works independently and adapts quickly to changing priorities with a consistent sense of urgency.

Decision-Making & Judgment

This role involves decisions that affect other people, financial resources, and the company's reputation, and that influence the results of coworkers, clients, and SMC as a whole. The Payroll Specialist follows established procedures for routine work and receives specific instruction on non-routine projects; completed work is reviewed for adequacy in meeting objectives. Success in this role requires the ability to:

• Analyze complex situations and provide practical solutions aligned with organizational objectives.
• Use critical thinking to work with documents and spreadsheets and interpret information in written, oral, diagram, or schedule form.
• Set goals based on available information and plan work to meet deadlines.
• Formulate appropriate responses to requests for data, services, and information from internal and external contacts with a range of personalities and demeanors.

WORK SCHEDULE & LOCATION

• Based in our Santa Ana, CA 92701 office.
• Hybrid schedule: 3 days in-office, 2 days remote.
• Typical office hours are 8:00 a.m. – 5:00 p.m.

The above is intended to describe the general content of and requirements for the performance of this job. It is not to be construed as an exhaustive statement of duties, responsibilities, or physical requirements.