The Role

We are seeking an experienced Senior Payroll & Benefits Lead to own end-to-end payroll operations and benefits administration across our US and international workforce. This is a hands-on ownership role: you will directly run US payroll, serve as the review and approval authority for international and EOR (Employer of Record) payrolls, and manage benefits programs globally. You will be the subject-matter expert ensuring employees are paid accurately, on time, and in full compliance across every jurisdiction in which we operate.

The ideal candidate combines deep US multi-state payroll expertise, particularly in California, with hands-on certified payroll experience in construction environments and experience overseeing international payroll through in-country providers and EOR platforms. A strong controls mindset for reconciliation, audit readiness, and compliance is essential.

Key Responsibilities

US Payroll (Ownership & Execution)
• Own and process end-to-end US payroll on a semi-monthly cycle, including regular wages, bonuses, commissions, equity-related transactions, off-cycle runs, and terminations
• Maintain accurate payroll records for multi-state operations, including state/local tax registrations, SUI rates, and jurisdiction setup for new work locations
• Manage payroll tax compliance: filings, amendments, agency notices, W-2/W-2c processing, and year-end close
• Process garnishments, levies, and other involuntary deductions in compliance with applicable regulations
• Partner with Accounting on payroll journal entries, GL mapping, accruals, and month-end close support

Certified Payroll & Prevailing Wage (Construction)
• Prepare and submit certified payroll reports (federal WH-347 and state equivalents, including California DIR eCPR and New York certified payroll submissions) for public works and government-funded construction projects. Experience working under the IRA.
• Ensure compliance with Davis-Bacon and Related Acts and state prevailing wage laws, including correct worker classifications, wage determinations, and fringe benefit calculations/credits
• Maintain project-level payroll records to support certified payroll audits, agency inquiries, and contractor/subcontractor compliance requirements
• Coordinate with project management and field operations to capture accurate hours, classifications, and project coding for prevailing wage work
• Monitor apprenticeship utilization requirements and related reporting where applicable

International & EOR Payroll (Review & Approval)
• Serve as the review and approval authority for international payroll runs processed through in-country payroll providers and EOR platforms
• Validate gross-to-net calculations, statutory contributions, and one-time items (bonuses, allowances, expense reimbursements) prior to approving each cycle
• Reconcile EOR invoices against approved payroll registers; identify and resolve discrepancies before payment
• Monitor statutory changes in international jurisdictions and coordinate with providers to ensure compliant implementation
• Manage payroll calendars across all entities and providers to ensure on-time funding and payment

Benefits Administration & Reconciliation
• Administer US benefits programs (medical, dental, vision, life/disability, 401(k), FSA/HSA, COBRA), including open enrollment, new hire enrollment, qualifying life events, and terminations
• Perform monthly benefits reconciliations: carrier invoices vs. enrollment records vs. payroll deductions; resolve variances and recover/correct as needed
• Manage 401(k) administration, including contribution funding, compliance testing support, and annual audit coordination
• Ensure compliance with ERISA, ACA, HIPAA, COBRA, and related reporting requirements (e.g., 1094/1095, 5500 filings)

International Benefits Management
• Oversee international benefits programs, whether delivered through EOR platforms, local brokers, or direct carrier arrangements
• Evaluate country-specific statutory and supplemental benefit requirements; benchmark offerings to remain competitive and compliant
• Coordinate benefit renewals, plan changes, and employee communications across international locations
• Serve as escalation point for international employee benefits questions and issues

Compliance, Controls & Process Improvement
• Maintain payroll and benefits internal controls, documentation, and audit readiness (internal, financial statement, 401(k), and workers' comp audits)
• Develop and maintain SOPs for all payroll and benefits processes
• Identify and drive automation and process improvement opportunities across payroll and benefits operations
• Respond to employee inquiries with a high standard of accuracy, confidentiality, and service

Leave of Absence Tracking & Payout
• Ensure accurate and timely payroll treatment of leaves in accordance with state programs and internal policies, including coordination of state benefits with company-paid supplemental/top-up pay (e.g., CA SDI/PFL, NY DBL/PFL, WA PFML)
• Calculate and process leave-related payouts correctly: partial pay periods, benefit deduction handling during unpaid leave, arrears collection, PTO/sick accrual treatment, and state-mandated payout requirements at separation
• Administer state paid sick leave and PTO accrual compliance across jurisdictions (e.g., CA, NY, WA accrual, carryover, and usage rules), ensuring payroll system configuration matches statutory and policy requirements
• Partner with People Ops on leave eligibility determinations (FMLA, CFRA, NY PFL, WA PFML, and equivalents) and ensure payroll actions align with approved leave designations
• Reconcile state leave program deductions and employer contributions (e.g., WA PFML premiums, NY PFL premiums) and ensure accurate quarterly reporting

Requirements

Required
• 7+ years of progressive payroll experience, including 3+ years running US multi-state payroll end-to-end
• Experience reviewing and approving international payroll through in-country providers and/or EOR platforms
• Hands-on benefits administration experience, including carrier invoice reconciliation and 401(k) administration
• Strong knowledge of US federal, state, and local payroll tax regulations and wage-and-hour requirements
• Working knowledge of ERISA, ACA, COBRA, and related benefits compliance frameworks
• Proficiency with major payroll/HRIS platforms and EOR platforms
• Advanced Excel/Google Sheets skills; comfort reconciling large data sets
• Exceptional attention to detail, discretion with confidential data, and a strong controls mindset

Preferred
• Certified Payroll Professional (CPP) or Fundamental Payroll Certification (FPC)
• CEBS or similar benefits certification
• Experience supporting payroll during rapid headcount growth or new-country expansion
• Experience with equity compensation payroll processing (RSUs, ISO/NSO exercises)
• Experience supporting financial statement and 401(k) plan audits

Benefits

Our salary ranges are determined by role, level, and location. Within each posted range individual pay is determined (and may be greater or higher) dependent on work location and additional factors, including job-related skills, experience, and relevant education or training. The expected salary range for this role is $90,000 - 110,000 DOE.

Terabase offers competitive compensation along with a comprehensive benefits package including:
• Generous time off and holiday policy
• Remote flexibility
• Flexible time off
• Comprehensive benefits package
• Career progression
• 401k match
• Stock options
• Home office set up allowance
• And much more!