Payroll Coordinator

We are seeking a highly organized, proactive, and professional Front Office Coordinator to serve as the administrative hub of our staffing agency. This key role is responsible for managing office operations, compliance, scheduling, invoicing, and candidate coordination. The ideal candidate excels in fast-paced environments, multitasks with ease, and consistently delivers accuracy and exceptional client service.

• Gatekeeper between the Owner and the Operation; coordinating events & managing vendors for the office.
• Serve as the primary point of contact for all incoming calls, messages, and inquiry appointments.
• Maintain a clean, organized Front office and create a welcoming environment for clients and associates.
• Utilize the Daily Tracker to prioritize tasks and support efficient office operations.
• Provide administrative support to the Owner and Producers, ensuring smooth placement processes.

• Schedule interviews and appointments between associates and Employment Specialists.
• Accurately log all interactions in the CRM with detailed notes.
• Follow up with associates and vendors to ensure deadlines, appointments, and documentation are completed on time.

• Manage the onboarding process, including:
• E-Verify Daily Check
• VMS Reconciliations - VMS Accounting Team
• Reporting:
  Missing Timecard, Ending Assignment List, Sick Pay
• Background checks
• Associate agreements
• Drug screening coordination
• Conduct associate orientations,
• assisting with benefits enrollment,
• direct deposit/pay card setup, and

• Make 50 weekly inquiry calls to generate scheduled appointments.
• Conduct weekly Quality Check calls based on the Associate Start List.
• Present the Missing Timecard Report daily and follow up to ensure timely payroll processing.
• Support weekly payroll lockout deadlines (Tuesday completion).

• Manage weekly and monthly invoicing for clients.
• Send corrections or updates to invoices as needed.
• Address billing questions or discrepancies professionally and promptly.
• Record all billing activity and coordinate with payroll to maintain accuracy.

• Manage the agency’s social media accounts (Linked In, Facebook, etc.).
• Create 1–2 original marketing campaigns weekly using Canva (graphics, videos, etc.).
• Propose fresh content ideas each week to enhance engagement and brand awareness.

• Monitor the Associate Ending Report and close out completed job orders.
• Ensure timely task follow-through for all job orders and placements.

• 1–3 years of administrative, billing, or Front office experience (staffing or recruiting industry preferred).
• Basic knowledge of MS, Excel, Payroll and Timecard Data Entry - Required!
• Proficiency with CRM systems, Microsoft Office, and Canva.
• Exceptional attention to detail—especially in timecard, payroll, and invoicing processes.
• Strong communication skills, both written and verbal, with professional phone etiquette.
• Ability to manage multiple responsibilities under pressure and meet tight deadlines.
• Familiarity with compliance processes including E-Verify, background checks, and onboarding documentation.

• Detail-oriented and deadline-driven
• Client-focused and professional demeanor
• Self-motivated with a proactive approach
• Team player who supports leadership and coworkers
  
  Creative thinker, especially in outreach and marketing