Payroll Specialist

Castlerock Asset Management develops, owns, and operates hotels in multiple states across the US. We are searching for a reliable Payroll Specialist to take over the payroll and related functions for a growing portfolio of hotels. This position is primarily responsible for processing payroll and related transactions, as well as maintaining the payroll related information.

Hotel payroll is dynamic with individuals joining and separating on a regular basis. Since the majority of our 300+ employees are paid hourly, Timekeeping is a significant element or our payroll process, along with tips and service charge distributions. Employees work multiple jobs, with multiple rates, many times within the same pay week. Our hotels operate across three states (TN, FL, NY,) with the probability of other states being added including those with very complex labor and employment laws.

The payroll function is centralized, and remote from the operating properties, which requires an individual who can manage workflows and influence remotely as well.

Responsibilities include the following but not limited to:

Collect and prepare payroll and timekeeping information and submit for processing on a bi-weekly basis. Ensuring individuals are neither underpaid or overpaid, and deductions are accurate.

Maintain the payroll and HRIS database including updates and archiving. Maintain records of payroll transactions and documentation.

Validate and complete payroll actions initiated through Employee and Manager Self-service, including managing direct deposits, and pay cards, if applicable

Train and work with operating managers to ensure payroll accuracy, timely approvals, and payroll is ready for processing by deadline including timecards, tip and service charge distribution sheets, and other payroll actions.

Working with HR ensure new hires and separations are entered into the payroll and HRIS.

Respond to and aid in the resolution of payroll issues and concerns

Run routine and adhoc reports as needed

Diligently monitor payroll so all payroll laws, regulations, and processes are followed

Conduct regular reconciliations of General Ledger accounts, Benefits invoicing, and Employee Records for payroll, benefits enrollments, employee deductions, and employer contributions (Medical, Dental, Vision, Life, Disability, HSA, 401k)

Monitor payroll and benefits data interfaces and EDI file feeds. This includes the General Ledger interface and benefits carrier connections. Resolve issues as needed.

Ensure processes under their purview such as garnishments, and life insurance portability and conversion notices are handled effectively and timely.

Ensure Quarterly and Year end processes and reporting are handled appropriately including 941s, W2s, ACA, WOTC, and other reporting. Identify and resolve issues in a timely manner

Assist with Financial and Benefit Plan audits

Stay up to date and compliant with changes in payroll, employment, and tax laws across multiple states

Continually seek out new ways and best practices to improve how the business operates.

Execute the process for uncashed payroll checks and escheatment

Respond to wage/employment verifications not resolved by third party provider

Other duties as assigned.

Experience, Requirements, and Qualifications

Familiarity and competence with ADP Workforce Now, and ADP Essential Time as a practitioner and payroll processor

Understanding of payroll laws, including Wage and Hour Laws, payroll related requirements of the states in which we operate

Experience with hourly payroll, tips/gratuities, service charge, bonus payouts, severance, and wage garnishments

Good understanding of basic accounting principles and practices, particularly as it relates to accounting for labor expense and payroll related expenses.

Ability to keep information confidential, be discreet, and build a high degree of trust with colleagues.

This position requires some local travel between Nashville locations, and limited, but some, out of state travel.


Full time
Salary Range
$32,000.00 - 46,000.00
per Year
Salary range estimated by
Nashville, TN 37219, US