Payroll & Benefits Specialist at Hawke Media

Santa Monica, California, United States -

Full Time

Start Date

Immediate

Expiry Date

14 Apr, 26

Salary

70000.0

Posted On

14 Jan, 26

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Payroll Administration, Benefits Administration, Compliance, Reporting, Employee Support, Process Improvement, Accounting, Financial Acumen, HRIS, Microsoft Office, Google Workspace, Communication, Organizational Skills, Multi-State Payroll, 401(k) Administration, Timekeeping

Industry

Advertising Services

Description

Job Details Job Location: 1 Santa Monica Office CA HQ - Santa Monica, CA 90404 Salary Range: $65,000.00 - $70,000.00 Salary/year Hawke was founded on the idea that every modern business needs a CMO-level expert to lead digital marketing efforts. We customize data-driven, performance-focused solutions to help launch, scale, and invigorate businesses of all sizes, industries, and revenue models. We’re shifting the agency paradigm by putting client success ahead of our own. We’ve been featured in Forbes, Entrepreneur, INC, Business Insider, and CNN, and we can boast clients such as Red Bull, Verizon, Evite (and many, many more). We work hard and collaborate to create our dynamic culture. Job Summary: Hawke Media is seeking a detail-oriented and proactive Payroll & Benefits Specialist to join our People Operations team. In this role, you will be responsible for ensuring accurate, compliant, and timely payroll and benefits administration for our growing U.S. workforce. You will partner closely with People Operations, Finance, and external vendors to deliver a seamless employee experience while supporting ongoing process improvements. This role is ideal for a payroll professional who thrives in a dynamic environment and takes pride in precision, compliance, and service. Qualifications Payroll Administration 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. Compliance & Reporting 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. Benefits Administration 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. Employee Support & Process Improvement 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. Qualifications for Payroll Specialist 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. Payroll certification (CPP) or benefits certification (e.g., CEBS) is a plus. What Success Looks Like in the First 90 Days First 30 Days – Learn & Ramp Learn Hawke’s payroll, benefits, 401(k), reimbursement, and leave systems Begin processing payroll with increasing independence Manage new hire benefit enrollments and field routine employee questions Learn 401(k) structure, vendors, and contribution workflows Process employee reimbursements with oversight First 60 Days – Own Core Operations Independently process semi-monthly payroll and handle adjustments Own day-to-day benefits administration and employee support Take ownership of 401(k) administration, including employee inquiries and reporting Independently manage employee reimbursements and partner with Finance on reconciliations Support benefits open enrollment and compliance reporting First 90 Days – Optimize & Ensure Compliance Fully own payroll, benefits, reimbursements, and 401(k) operations Lead 401(k) compliance testing and audit preparation Support year-end payroll processes and tax filings Identify and implement process improvements to enhance accuracy and efficiency What We Offer ● Benefits: Health, dental, vision, and 401(k). ● Culture: Entrepreneurial, results-driven environment with direct visibility to executive leadership.

Responsibilities

The Payroll & Benefits Specialist will ensure accurate and timely payroll and benefits administration for the U.S. workforce while collaborating with various teams. This role also involves managing compliance with payroll regulations and supporting employee inquiries.