Production Payroll and Onboarding Coordinator

This is a Full Time Job

Insomniac - Production Payroll & Onboarding Coordinator

THE ROLE

Insomniac is looking for an enthusiastic and passionate Production Payroll & Onboarding Coordinator to provide support to the Production HR team for all event-based onboarding and payroll processing. This position will report to the Production HR Business Partner. This is not a remote position and required fully in office.

RESPONSIBILITIES
• Coordinate the end-to-end payroll processing for a workforce of 5,000 seasonal, non-exempt employees across multiple states, on a bi-weekly and weekly basis during busy seasons
• Stay up-to-date with federal and state payroll laws and regulations to ensure payroll accuracy and compliance
• Collaborate with HR and festival managers to verify and process time and attendance data. Monitor and support all updates to staff rosters for each event
• Support the HR team with Workday, Accurate and HSI to onboard high-volume new hires, including data entry, verification, outreach communications and reconciliation.
• Audit payroll submissions to ensure accurate and timely payment and onboarding of seasonal employees per show, also auditing for compliant timekeeping and payroll processing
• Coordinate with festival managers to ensure their timely submission of payroll. Ensuring all that are onboarded are paid timely
• Coordinate with the Production HR team to provide onboarding/payroll updates and follow up with department heads as needed
• Close out payroll for every department each show the immediate week after event or after employee works
• Responsible for accurate labor coding, ensure accurate labor and wage allocations per shift are audited
• Provide excellent customer service by addressing employee payroll inquiries and resolving issues promptly
• Responsible for all payroll emails, and monitoring group email daily.
• Update project management tool to track status of all required tasks
• Support Production HR team onsite at shows as needed
• Other payroll and HR audit duties/special projects as required
• Overtime will be required upon management approval. Flexibility in schedule for busy seasons, urgent matter and business needs
• Travel to domestic event sites several times per year (economy) as needed

QUALIFICATIONS
• Bachelor's degree in Business, Accounting, Finance, or equivalent education
• 2+ years of experience in processing high-volume or event-based/seasonal hiring and payroll cycles
• Knowledge of wage and hour laws, tax laws, and other relevant regulations
• Experience with HRIS and payroll systems; Workday experience preferred
• Experience with onboarding or background check systems
• Maintain strict confidentiality of sensitive payroll and employee information in compliance with company policy and data privacy regulations
• Strong problem-solving skills and ability to troubleshoot payroll/timekeeping discrepancies
• Proficient technical skills in Microsoft Excel
• Proficient skills with timekeeping software(s)
• Ability to manage multiple deadlines with urgency and accuracy
• Knowledge of the I9 verification process
• Flexible with ever-changing duties and schedules
• Works well under pressure while maintaining close attention to detail and organization
• Excellent verbal and written communication skills

WORK ENVIRONMENT
• Must be able to tolerate loud noise levels & busy environments
• May work in drastic temperature climates working on site at our events
• Must be willing to frequently travel to work events during holiday, evening and weekend hours, as required, to meet deadlines

Applicants for employment in the U.S. must possess work authorization, which does not require sponsorship by Insomniac for a visa.

HIRING PRACTICES

The preceding job description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job.

Insomniac recruitment policies are designed to place the most highly qualified persons available in a timely and efficient manner. Insomniac may pursue all avenues available, including promotion from within, employee referrals, outside advertising, employment agencies, internet recruiting, job fairs, college recruiting and search firms.