Payroll Administrator at CoolSys

CoolSys solves the most complex challenges in refrigeration, air conditioning, heating, engineering, and energy management. With over 3,700 associates nationwide, we deliver tailored solutions to help businesses cut costs, improve equipment performance, and reduce emissions.

Our services include HVAC and refrigeration equipment sourcing, installation, repair, maintenance, monitoring, and optimization. We also offer engineering design, energy resilience and consumption optimization, asset recycling, and seamless multi-site rollouts across states.

Based in Southern California since 2007, CoolSys serves over 45,000 customer locations in industries like retail, food service, commercial, data centers, industrial, and pharmaceuticals.

No wonder Newsweek named CoolSys one of America’s Greatest Workplaces!

We understand that hiring great people is the foundation of everything we do. Our employee benefits packages include: 

• Competitive pay: $28-33/HR depending on experience. 
• Benefits: Medical, Dental, Vision and Prescription coverage. 
• Paid vacation, holidays, and floating holiday.  
• 401(K) with Company match. 
• Company sponsored life insurance, as well as optional AD&D, short and long-term disability. 
• Tuition reimbursement. 
• Employee discounts on vehicles, hotels, theme parks, select cell phone bills and so much more. 
• Pet Insurance. 
• Legal Plan, and ID Theft Protection. 

JOB SUMMARY
The Payroll Administrator plays a crucial role in supporting the accurate and timely processing of weekly multi-state payroll for CoolSys, with a strong emphasis on providing excellent customer service to employees. This position is responsible for the efficient handling of employee time and pay data, ensuring compliance with company policies and relevant regulations, and serving as a key point of contact for employee payroll inquiries. The Payroll Representative will work closely with the Payroll Operations Manager and collaborate with HR, Benefits, IT, and other stakeholders to contribute to a seamless and accurate payroll cycle. This role requires strong attention to detail, exceptional communication and interpersonal skills, and a commitment to providing outstanding support to CoolSys employees.

• Accurately manage process employee time and pay data from various sources, ensuring adherence to established timelines and deadlines.
• Analyze payroll data for completeness, accuracy, and compliance with company policies and federal, state, and local regulations.
• Make necessary adjustments to pay data, ensuring proper documentation and authorization.
• Serve as a primary point of contact for employee payroll inquiries, providing timely, accurate, and helpful information and resolving issues effectively.
• Communicate proactively and professionally with field employees, supervisors, and managers to address payroll concerns and ensure a positive employee experience.
• Maintain accurate records of payroll processing, adjustments, communications, and employee interactions for future reference and audit purposes.
• Assist in the preparation and distribution of payroll-related reports as needed.
• Support the accurate processing of garnishments, deductions, and other payroll-related items under the guidance of the Payroll Operations Manager.
• Contribute to the documentation of payroll processes and procedures.
• Participate in testing and validation efforts for payroll system updates and enhancements as directed.
• Provide backup support for other payroll functions within the payroll department as needed.
• Collaborate effectively with HR, Benefits, IT, and other relevant departments to ensure accurate data flow and resolve cross-functional payroll-related issues.
• Assist in training new payroll staff and provide guidance on payroll procedures and best practices.
• Embody the CoolSys CARES culture (Collaboration, Accountability, Respect, Empowerment, Safety) in all interactions and responsibilities.
• Perform other duties as assigned to support the efficient operation of the payroll department and positive employee relations.

• High school diploma or equivalent

• Minimum of 3 years of experience in payroll processing or related administrative role, preferably with exposure to multi-state payroll.
• Minimum of 2 years processing payroll in UKG Pro & Workforce Management (UKG WFM)
• Basic understanding of payroll principles and practices.
• Strong attention to detail and a high degree of accuracy in data entry and processing.
• Strong Excel Skills.
• Exceptional verbal and written communication and interpersonal skills.
• Strong organizational and time management skills with the ability to prioritize tasks and meet deadlines.
• Ability to follow established procedures and guidelines.
• Ability to maintain confidentiality and handle sensitive employee information with discretion.
• Strong customer service orientation with a proactive and empathetic approach to addressing employee needs and concerns.
• Able to resolve payroll discrepancies and issues efficiently and with confidentiality.
• Ability to work effectively both independently and as part of a team.

Today, there are 27 different companies that make up the CoolSys family of brands. Our valued employees are at the heart of our continued growth and success. We invite you to be part of that growth! 

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CoolSys is an EEO/AA Employer.  All qualified individuals - Including all ages, colors, disability, ethnicity, family or marital status, gender identity or expression, language, national origin, physical and mental ability, political affiliation, race, religion, sexual orientation, socio-economic status, veteran status, and other characteristics are encouraged to apply.   

Pre-employment background screening (criminal and MVR for driving positions) and drug testing are required for all positions. CoolSys will consider qualified applicants with criminal histories in a manner consistent with federal law, state law, or local ordinance.