Payroll Coordinator​/Fleet Compliance Coordinator

Overview

We are seeking a highly detail-oriented and knowledgeable Payroll Coordinator/ Fleet Compliance Coordinator to manage Massachusetts-compliant payroll processing while also supporting fleet and DOT compliance activities. This dual-role position is responsible for ensuring accurate, timely payroll operations in full compliance with federal, state, and local regulations, as well as maintaining fleet records, permits, and safety documentation.

The ideal candidate has strong experience with Massachusetts payroll laws, demonstrates exceptional organizational skills, and is comfortable managing compliance-related administrative functions in a fast-paced environment.

• Process payroll accurately and on time for hourly and salaried employees
• Ensure full compliance with Massachusetts payroll laws, including wage and hour regulations, overtime, prevailing wage, minimum wage, sick leave, and final pay requirements
• Administer payroll deductions, garnishments, benefits, and tax with holdings
• Prepare and file payroll taxes, including federal, Massachusetts state, and local filings
• Manage year-end payroll processes, including W-2 preparation and reporting
• Maintain accurate payroll records and employee data within payroll systems
• Respond to employee payroll inquiries and resolve discrepancies promptly
• Coordinate with HR to ensure accurate employee setup, terminations, and changes
• Monitor regulatory updates related to Massachusetts payroll laws and recommend procedural updates as needed
• Support audits and provide payroll reports as needed

• Maintain daily trip logs and fleet reporting records
• Collect, review, and file Driver Vehicle Inspection Reports (DVIRs); escalate issues to the Service Manager as required
• Manage vehicle permits, including annual permits, trip permits, and IFTA documentation
• Maintain building and facility permits (elevator, dumpster, fuel station, etc.)
• Process vehicle registrations and track inspection stickers
• Oversee GPS system maintenance, including:
• New unit installations
• Device replacements
• Monitoring system connectivity and reporting status
• Track fuel inventory daily and coordinate fuel ordering
• Prepare and distribute fuel usage and inventory reports as requested
• Maintain truck, trailer, and equipment compliance files
• Prepare and submit Unified Carrier Registration (UCR) filings
• Support job site safety reporting requirements
• Manage apportioned vehicle registrations
• Complete annual DEP reporting for fuel stations and other regulatory needs as required
• Track violations, respond to notices, and maintain compliance documentation
• Conduct monthly reviews of DOT online systems to ensure awareness of all reported incidents
• Manage vehicle disposal processes, including plate returns, excise tax abatements, GPS cancellations, and file closures
• Update and maintain the shop maintenance due board

• Proven experience processing payroll in Massachusetts
• In-depth knowledge of Massachusetts payroll laws and regulations
• Strong understanding of federal payroll and tax requirements
• Experience with payroll software and HRIS systems
• Exceptional attention to detail, accuracy, and confidentiality
• Strong organizational and time-management skills
• Ability to interpret and apply payroll laws and regulatory requirements independently

• Associate or bachelor’s degree in accounting, Finance, or a related field, or equivalent experience
• Certified Payroll Professional (CPP) or similar payroll certification
• Experience processing multi-state payroll
• Experience working in a fast-paced or multi-entity environment
• Payroll processing and regulatory compliance
• Strong knowledge of Massachusetts wage and hour laws
• Excellent problem-solving, analytical, and quantitative skills
• Strong written and verbal communication with a customer-service focus
• Ability to work independently, manage priorities, and consistently meet deadlines
• High level of mathematical accuracy, including proficiency with military (24-hour) time calculations
• Hands-on experience with Quick Books Desktop and Foundations software
• Advanced proficiency in Microsoft Excel for reporting and data analysis