Position: Payroll and Office Coordinator
Reports to: Vice President of Finance & Accounting
Location: Wahlburgers Restaurant Support Center – Las Vegas, NV
Schedule: In-office, Monday–Friday
Status: Full-Time, Salaried
Compensation: Salary commensurate with experience
Wahlburgers Restaurant Support Center is seeking an organized, detail-oriented, and proactive Payroll and Office Coordinator to support payroll administration and office operations at our Las Vegas Restaurant Support Center.
Approximately 60% of this position will focus on payroll coordination responsibilities, including reviewing payroll information, maintaining employee records, assisting with payroll processing, and responding to payroll-related questions. Approximately 20% will focus on accounting and accounts payable responsibilities, including invoice processing, payment coordination, reconciliations, and maintaining accurate financial records. The remaining 20% will focus on coordinating the daily operations and organizational needs of the Las Vegas office.
As a newly created position, the role’s responsibilities may expand and evolve based on the needs of the organization.
Key Responsibilities:
Payroll Coordination Approx. 60% / Accounting & Accounts Payable Approx. 20%
- Assist with preparing and processing weekly payroll for corporate and restaurant employees.
- Review employee timecards for completeness, accuracy, proper approvals, and compliance with payroll deadlines.
- Follow up with managers regarding missing punches, timecard discrepancies, approvals, and other payroll-related matters.
- Maintain payroll information, including new hires, terminations, compensation changes, deductions, direct-deposit information, and tax documentation.
- Review payroll reports and support documentation to identify and resolve discrepancies before payroll is finalized.
- Assist with processing bonuses, commissions, reimbursements, garnishments, deductions, and other payroll adjustments.
- Maintain accurate and confidential payroll files and employee records.
- Respond to routine employee and manager questions regarding paychecks, timekeeping, deductions, payroll schedules, and payroll procedures.
- Assist with payroll corrections, off-cycle payments, and final-pay documentation.
- Coordinate with Human Resources, Finance, restaurant management, and the company’s payroll provider to resolve payroll-related questions and discrepancies.
- Organize payroll documentation for audits, reporting, workers’ compensation, and compliance purposes.
- Assist with year-end payroll activities, including employee information reviews and W-2 preparation and distribution.
- Help document and improve payroll procedures, calendars, approval processes, and internal controls.
- Maintain strict confidentiality when handling payroll, compensation, and employee information.
Office Coordination — Approx. 20%
- Coordinate the daily operations and organizational needs of the Las Vegas Restaurant Support Center.
- Answer and direct corporate office phone calls.
- Accept, sort, and distribute incoming mail and packages, including critical and time-sensitive documents.
- Manage outgoing mail, courier services, office deliveries, and package tracking.
- Digitally deposit checks and organize related financial documentation.
- Maintain office supplies, equipment, common areas, and general office organization.
- Coordinate with vendors and service providers regarding office maintenance, supplies, and operational needs.
- Assist with guest care email responses, as appropriate, to support timely communication and follow-up.
- Coordinate applications, licensing documentation, insurance requests, and regulatory forms.
- Support the organization and tracking of office-related needs for new restaurant openings.
- Draft and format memos, internal communications, company announcements, reports, and other business documents.
- Maintain organized electronic and physical filing systems.
- Assist with special projects and other payroll or office coordination duties as needed.
Qualifications
- Must have experience using ADP, Paychecks, or similar Payroll/HRIS system.
- Prior payroll processing, payroll coordination, bookkeeping, accounting support, or related experience required.
- Office coordination or office operations experience preferred.
- Working knowledge of payroll practices, timekeeping systems, payroll deductions, and employee record maintenance.
- Strong numerical accuracy, organizational skills, and attention to detail.
- Ability to handle confidential employee and compensation information with professionalism and discretion.
- Proficiency with Microsoft Office, including Outlook, Word, Excel, and PowerPoint.
- Experience with payroll, HRIS, accounting, or timekeeping systems preferred.
- Strong written and verbal communication skills.
- Ability to communicate professionally with employees, restaurant managers, company leadership, vendors, and outside service providers.
- Proactive self-starter who can work independently, manage competing deadlines, and take ownership of responsibilities.
- Team-oriented, flexible, and comfortable working in a fast-paced corporate environment.
Additional Information
This position requires the successful completion of a background check as part of the hiring process.
This job description is not intended to provide a comprehensive list of all duties and responsibilities. Because this is a newly created role, its responsibilities may change or expand based on business and operational needs.
OUR STORY.
At Wahlburgers, we’re not just serving up burgers, we’re creating a menu drawn from real, family dishes from the Wahlberg kitchen. Inspired by the flavors that filled their own house while growing up together, each dish is a delicious nod to the memories and traditions shared by Mark, Donnie and Paul.
