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Hawke Media · 23 hours ago

Payroll & Benefits Specialist

Santa Monica, CA

Full-time

Onsite

Mid Level

3+ years exp

Hawke Media is a digital marketing agency focused on providing tailored solutions for businesses. They are seeking a detail-oriented Payroll & Benefits Specialist to ensure accurate payroll and benefits administration for their U.S. workforce while supporting ongoing process improvements.

Marketing & Advertising

Growth Opportunities

Responsibilities

Process semi-monthly payroll for 150+ U.S.-based employees, ensuring accuracy and on-time delivery

Maintain payroll records related to compensation, deductions, bonuses, benefits, and taxes

Maintain payroll system and update records for compensation, benefits, and employment changes

Administer timekeeping, attendance, and paid leave programs to ensure accurate payroll inputs

Audit the timekeeping and timecard system, including reviewing overtime and California meal and rest period compliance, and ensuring accurate premium pay where required

Manage off-cycle payrolls, adjustments, and corrections as needed

Manage employee reimbursement and expense systems (bill.com), ensuring accuracy, policy compliance, and timely processing in partnership with Finance

Ensure compliance with all federal, state, and local wage-and-hour laws

Prepare and file payroll-related tax documents, including W-2s, W-4s, and other required filings

Stay current on payroll, tax, and benefits regulations and recommend updates as needed

Partner with HRIS vendors to manage state tax registrations, rate changes, and compliance communications

Coordinate with external auditors and prepare payroll and benefits documentation as required

Administer employee benefit programs, including medical, dental, vision, 401(k) retirement plans, life insurance, disability, and wellness programs

Coordinate with Finance to reconcile benefits invoices and ensure accurate billing

Serve as the primary liaison with benefits vendors and third-party leave administrators

Support compliance with federal, state, and local leave programs (e.g., FMLA, state paid leave)

Lead benefits orientations and provide ongoing education and support to employees

Own day-to-day administration of the company’s 401(k) plan and manage annual 401(k) compliance testing and audits. Prepare and maintain required documentation related to Form 5500 filings and plan audits

Respond to employee questions and resolve payroll and benefits issues with discretion and accuracy

Evaluate existing payroll and benefits processes and recommend opportunities for efficiency or system improvements

Support People Operations initiatives and special projects as needed

Qualification

Payroll AdministrationBenefits AdministrationMulti-state Payroll KnowledgeHRIS PlatformsPayroll Certification (CPP)Microsoft OfficeGoogle WorkspaceOrganizational SkillsCommunication Skills

Required

Bachelor's degree in Business, Accounting, Human Resources, or equivalent practical experience

3-5 years of payroll and benefits administration experience, preferably in a fast-paced environment

Strong working knowledge of multi-state U.S. payroll, tax regulations, and wage-and-hour laws

Basic accounting and financial acumen, including understanding of general ledger entries, payroll accruals, reconciliations, and financial controls

Experience supporting 401(k) plan administration, including coordination with vendors and preparation of documentation for annual audits and compliance testing

Experience managing employee reimbursement systems and expense reporting processes, ensuring accuracy, policy compliance, and timely reimbursement

Experience working with HRIS platforms (Paycom preferred)

Proficiency with Microsoft Office and Google Workspace

Excellent organizational skills with the ability to manage multiple priorities independently

Strong written and verbal communication skills