Payroll Manager

Everyday Coffee Company, a rapidly scaling Dunkin’ franchise partner, is building a best-in-class people and operations infrastructure to support nationwide growth. As we open hundreds of new locations annually across multiple states, accurate, compliant, and scalable payroll operations are critical to our success.

We are seeking an experienced Payroll Manager to own and optimize end-to-end payroll operations across a large, hourly-driven workforce in a multi-state environment. This role is responsible for payroll accuracy, compliance, systems optimization, and process scalability while partnering closely with Operations, HR, and Finance.

The ideal candidate thrives in complexity, understands the realities of QSR payroll at scale, and can build durable systems that grow with the business. This role partners closely with Finance and Operations leadership to ensure payroll accuracy, labor compliance, and cost control at scale.

Payroll is one of the most direct expressions of trust with our team members. In a high-volume, multi-location environment, this role ensures:

• Team members are paid accurately, on time, every time
• Wage & hour compliance across jurisdictions
• Scalable systems that support rapid expansion
• Reduced operational risk and an improved employee experience

This is a foundational role for someone who wants to build systems in a 20 to 40+ state environment that supports real people, real stores, and real growth—every single week.

Payroll Operations & Execution

• Own full-cycle payroll processing for a large, multi-state, hourly and salaried workforce
• Ensure accurate calculation of wages, overtime, tips (if applicable), bonuses, commissions, and deductions
• Oversee payroll schedules aligned with operational realities (weekly/bi-weekly cycles)
• Manage payroll close, audits, corrections, and off-cycle payrolls as needed

Compliance & Risk Management

• Ensure compliance with federal, state, and local wage & hour laws
• Maintain compliance with FLSA, state labor laws, tax withholding, garnishments, and reporting requirements
• Partner with Legal, HR, and Finance on audits, inquiries, and regulatory changes
• Support internal and external payroll audits, including multi-state tax filings and regulatory inquiries
• Maintain accurate records and documentation for payroll-related matters

Systems, Process & Scalability

• Serve as payroll system owner within HRIS, payroll, and timekeeping platforms (e.g., ADP, Crunchtime, Smart Compliance, Paradox, etc.)
• Design and implement scalable payroll processes to support rapid location growth
• Partner with HRIS and People Operations to ensure clean data flow from hiring, timekeeping, scheduling, and job changes
• Drive continuous improvement through automation, standardization, and error reduction

Cross-Functional Partnership

• Partner closely with:
• Operations (Restaurant Managers, District Managers) to support timekeeping accuracy and labor practices
• People Growth Partner / HR on onboarding, job changes, terminations, and compliance
• Finance & Accounting on reconciliations, accruals, reporting, and budgeting
• Provide guidance and training to field leaders on payroll policies, timekeeping, and compliance expectations

Reporting & Analytics

• Produce payroll reports including labor costs, overtime trends, tax liabilities, and headcount data
• Support forecasting, budgeting, and labor optimization efforts
• Track and report payroll KPIs such as error rates, processing time, and compliance metrics

Team Leadership (if applicable)

• Build, train, and lead payroll specialists as the organization scales; initially operating as a hands-on owner with a path to team expansion
• Establish clear SOPs, internal controls, and documentation
• Foster a service-oriented, detail-driven payroll culture

• 5+ years of payroll experience in a multi-state, high-volume growth environment
• Deep experience with hourly workforce payroll, preferably QSR, retail, or hospitality
• Strong knowledge of wage & hour laws, payroll tax regulations, and compliance requirements in 20+ state environment
• Hands-on ownership of payroll systems such as ADP, Smart Compliance, WOTC and Crunchtime; experience partnering with HR platforms (e.g., ATS) preferred
• Advanced proficiency in Excel and payroll reporting
• Proven ability to build scalable processes in a high-growth organization

• Experience supporting hundreds of locations or rapid unit and headcount expansion
• HRIS and timekeeping system integration experience
• Payroll certification (CPP or FPC)
• Experience partnering closely with Operations teams
• Prior startup or growth-stage company experience
• Exceptional attention to detail and accuracy
• Process-oriented with a continuous improvement mindset
• Strong communication skills with field and corporate stakeholders
• Ability to operate calmly under pressure and tight deadlines
• High integrity and discretion with confidential information
• Comfort navigating ambiguity in a fast-moving environment
• Competitive salary based on experience
• Bonus…