Payroll Implementation Specialist

About HHAe Xchange

HHAeXchange is the leading technology platform for home and community-based care. Founded in 2008, HHAeXchange was born out of an idea to create a fully comprehensive end-to-end homecare solution to help people who are aging or have disabilities thrive in their homes and communities. Our employees are passionate about transforming the healthcare space by building the only homecare ecosystem that fully connects patients, personal care providers, managed care organizations, and states.

The Payroll Implementation Specialist leads end-to-end Payroll onboarding and activation for new logo customers and expansion projects. This role serves as the accountable delivery lead for Payroll implementations, managing project scope, sequencing, risk mitigation, and customer coordination through go-live. The Specialist exercises independent judgment to resolve implementation challenges, adjust execution plans, and ensure successful activation within established governance standards. Success in this role is measured by on-time delivery, high-quality implementations, revenue realization, and strong customer adoption outcomes.

HHAeXchange follows a hybrid work model, with an expectation to report to an HHAeXchange office if located within commuting distance of the NYC or Minneapolis Metro office locations (typically 3 days/week).

To perform this job successfully, an individual must be able to perform each essential job duty satisfactorily with or without reasonable accommodations. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Lead end-to-end Payroll implementations for new and expansion customers, serving as the accountable delivery owner through go-live.
• Define and manage implementation plans, sequencing, milestones, and customer responsibilities to ensure successful activation.
• Facilitate customer discovery sessions to gather requirements, translate business needs into system configuration strategy, and align on execution timelines.
• Coordinate and manage onboarding activities with Payroll partner Salsa, ensuring alignment across all parties and resolving cross-functional dependencies.
• Oversee configuration strategy and validation processes within the platform to ensure accuracy, compliance, and operational readiness prior to go-live.
• Exercise independent judgment to identify delivery risks, adjust project plans, and implement corrective actions to maintain timeline and quality standards.
• Drive structured testing, readiness validation, and activation planning to ensure smooth transition to live Payroll operations.
• Serve as the primary escalation point for Payroll implementation challenges, proactively resolving issues that may impact customer activation or revenue realization.
• Analyze implementation performance trends and recommend strategic improvements to increase efficiency, reduce cycle time, and enhance customer outcomes.
• Partner cross-functionally with Implementation, Sales, Product, Customer Success, and Operations to align expectations, clarify scope, and protect delivery integrity.
• Contribute to refinement of Payroll implementation methodologies and recommend enhancements to leadership based on observed execution patterns.
• Deliver against defined KPIs related to turnaround time, activation success, delivery quality, and customer adoption.

• Other duties as assigned by supervisor or HHAeXchange leader.

• Travel up to 10%, including overnight travel.

• Education: Bachelor’s degree required or equivalent relevant experience.
• Experience: 5–8+ years of experience in implementation, project management, payroll services, or customer-facing delivery roles; demonstrated experience independently leading complex customer implementations or onboarding engagements; experience coordinating with third-party partners or vendors in a structured delivery environment; experience in SaaS or technology-enabled service environments preferred.
• Skills: Strong project management capabilities, including planning, sequencing, milestone…