Marcus & Millichap Company

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Payroll & Benefits Coordinator

Corporate Services | Palo Alto, CA | Full Time and Part Time

Job Description

About Us

About the Company:   Marcus & Millichap Company (MMC) is a real estate leader and pioneer with a diverse family of companies offering Premier Real Estate Services, Real Estate Investments and Real Estate Developments. Each MMC company is a distinct fusion of real estate specialization and innovation powered by a culture of loyalty that permeates throughout the Marcus & Millichap organization.  To find out more about the company, visit www.mmcrealestate.com.

Position Overview

Job Description:  We’re hiring a Payroll and Benefits Coordinator to join our team in Palo Alto, California! I Reporting directly to the VP of Accounting, the Payroll and Benefits Coordinator will work closely with our third party service provider in the preparation and administration of payroll processing. This role may be part time or full time and we are willing to work with your needs. The Payroll and Benefits Coordinator will also work closely with the Human Resources Department to assist in the administration of our employee benefit programs – which includes but is not limited to: processing new hires and terminations in the system, reconciling and preparing payment for our benefits carriers, and preparing required monthly, quarterly, and annual reports. The ability to handle sensitive employee information and maintain confidentiality is required.  To succeed in this role, one must effectively manage our third party vendor, have a customer service approach to answering employee questions about pay and benefits, and understand how our payroll and benefit systems work together in order to ensure accurate and reliable data.   

This is a great opportunity for candidates who needs a little more flexibility in the mornings and evenings but want to utilize and develop their existing skills.  Ideally, this candidate should have approximately 2-3 years of payroll processing experience (and some experience using Paylocity) to utilize and develop their existing skills.  Additionally, this is a chance to join a strong team and successful organization.  We’re in a great location - near Caltrain with good restaurants and shops within walking distance.

Primary Responsibilities & Objectives:

Payroll Administration

  • Coordinate with our third party service provider in the preparation and administration of payroll and related reporting
  • Audit and review payroll processing reports for accuracy and ensure that salaries are paid accurately and timely
  • Prepare payroll reports (bi-monthly, monthly and quarterly) for accounting purposes and prepare data for additional reports as required by state and federal regulatory agencies
  • Post payroll processing, billings and reporting responsibilities
  • Oversee and coordinate with our third party service provider on inquiries and inputs on WebTime and act as the point person for inquiries arising from questions about payroll and timekeeping (WebTime)
  • Review the accuracy of inputs and ensure proper support and documentation for all payments made which are related to payroll to be issued manually (i.e., manual checks)
  • Work closely with HR to ensure that benefit related payroll deductions are handled timely and accurately
  • Implement salary increases, bonuses, commissions, and so on in accordance with instructions given; must coordinate the input of such information by our third party service provider, and review it reflects correctly
  • Maintain detailed records and documentation of payroll functions for audit purposes, in accordance with statutory requirements
  • Perform quarterly payroll reconciliation to statutory filings
  • Assist in annual audits (401K, Workers’ Compensation, other external audits) that require payroll information
  • Payroll reconciliation to quarterly tax records
  • Other duties as assigned

Benefits Administration

  • Assist in the administration of the employee benefits program (medical, dental, Flex, 401K) which includes working closely with our third party vendor to ensure accurate data entry in Paylocity
  • Assist in evaluating our current third party benefit vendor 
  • Implement status changes (new hire, terminations, leave of absences, department transfer) as necessary
  • Reconcile and prepare for payment of benefit (medical, Flex, 401K, life insurance etc.) and fitness club invoices to benefit carriers and vendors
  • Prepare benefit reports for life, disability, 401K, Flex
  • Assist the HR Department in reviewing annual reporting relating to 401K
  • Assist in annual 401K and Workers’ Comp Audit
  • Other duties as assigned

Knowledge, Skills & Abilities

  • Experience processing payroll for a small-to-midsize company
  • Requires working knowledge of Paylocity
  • Ability to handle sensitive information professionally and maintain the utmost confidentiality
  • Commitment to accuracy (double and triple checking data)
  • Intermediate Microsoft Excel skills are required
  • Ability to manage time and plan accordingly in order to meet tight deadlines
  • Excellent follow-through (stay on top of issues, provide status updates as needed)
  • Excellent communication skills - A customer service approach to interacting with all levels of employees within the organization

Education & Experience

  • BA/BS Degree
  • Approximately 2-3 years of payroll experience (with some experience using Paylocity)