Payroll and HR Operations Manager at Rugs USA in New York, NY

Job description

• The Payroll and HR Operations role is responsible for end-to-end payroll processing, payroll compliance, HR technology, benefits administration, HR data and reporting, compliance documentation, and employee lifecycle operations. This role supports RugsUSA's corporate and distribution center populations and serves as a practical, business-aligned partner to leaders, managers, employees, and cross-functional teams.
• The position combines hands-on ownership of multi-state payroll and HR operations with responsibility for scalable HR systems and processes. The role will help maximize RugsUSA's investment in Rippling, ensure accurate and timely pay, strengthen data and process integrity, reduce manual work, and create consistent HR resources and practices across the organization.
• Accurate, on-time payroll every cycle, with minimal errors, off-cycle corrections, and tax notices.
• Timely resolution of employee pay and benefits inquiries, with fewer repeat issues and escalations.
• Improved Rippling adoption, HR process efficiency, and reduction of manual work.
• Timely and accurate completion of benefits, payroll control, reporting, compliance, and documentation deliverables.
• Improved data quality, reporting consistency, policy application, and audit readiness, including clean payroll and benefit plan audits.
• Completion and adoption of SOPs, manager guides, training materials, and employee self-service resources.
• Identification of trends and proactive recommendations that reduce risk, improve processes, and strengthen the employee experience.
• Strong partnership and positive stakeholder feedback across HR, Legal, Finance, IT, Operations, managers, and business leaders.

Responsibilities

• Own end-to-end payroll processing for corporate and distribution center employees across multiple states, including time and attendance review, pay changes, new hires, terminations, bonuses, deductions, and off-cycle payments.
• Ensure payroll compliance with federal, state, and local wage and hour requirements, including overtime, final pay, paid leave, withholding, and multi-state tax registrations and filings; escalate complex matters to the VP, Human Resources.
• Partner with Distribution Center HR representatives and managers on timekeeping, attendance, and payroll accuracy for hourly employees; resolve employee pay questions and discrepancies promptly.
• Perform payroll reconciliations, support general ledger and journal entries in partnership with Finance, audit tax and benefit deductions, and manage year-end processing, including W-2s.
• Serve as primary business owner, system administrator, and super user for Rippling (HRIS and Payroll) and related HR technology platforms; configure and optimize workflows, permissions, reporting, automations, lifecycle processes, and system communications.
• Partner with HR, Finance, IT, Operations, and payroll partners to improve HR processes, strengthen cross-functional handoffs, and support accurate, timely, compliant payroll processes.
• Maintain payroll controls, approval workflows, audit trails, audit preparation, documentation, and continuous improvement in payroll accuracy and efficiency.
• Administer benefits and 401(k) programs, including carrier and deduction file feeds, open enrollment support, employee education, vendor coordination, benefits-related reporting, and support for leave, disability, and benefits continuation processes.
• Build and maintain workforce reports, dashboards, recurring HR metrics, data summaries, and documentation that support decision-making, data quality, audit readiness, and compliance.
• Create and maintain SOPs, process maps, templates, manager guides, employee resources, training materials, and internal HR knowledge content.
• Develop manager and employee enablement resources for HR programs, systems, benefits, compliance processes, performance management, and self-service; track completion and adoption as needed.
• Support policy development, handbook updates, workplace expectations, regulatory reporting, compliance documentation, and internal controls.
• Identify payroll and data errors, recurring pay and policy questions, system or process gaps, and opportunities to automate, simplify, reduce risk, or improve the employee experience.
• Maintain accurate and confidential records related to payroll, compensation changes, tax documentation, benefits, leaves, employee files, systems, and other HR operational activities.
• Promote consistent, practical, business-aligned HR guidance and process standards across corporate, distribution center, and hybrid employee populations.

Requirements

• Experience with Rippling, including Rippling Payroll, strongly preferred.
• Experience in e-commerce, retail, distribution, fulfillment, warehouse, manufacturing, or other multi-location environments, including corporate and hourly populations.
• Experience with payroll system implementations or conversions, payroll audits, 401(k) audits, open enrollment, benefits renewal support, or compliance reporting.
• Experience developing payroll and HR SOPs, onboarding materials, manager toolkits, or internal knowledge libraries.
• CPP, FPC, SHRM-CP, PHR, CEBS, or related certification preferred.
• Bilingual English/Spanish skills preferred but not required.
• Multi-state payroll processing, payroll tax, and wage and hour compliance.
• Payroll reconciliation, general ledger support, and internal controls.
• HR technology administration, workflow design, and process optimization.
• Benefits and 401(k) administration and compliance support.
• Data governance, reporting, analytics, and audit readiness.
• Policy interpretation, documentation, training, and employee/manager enablement.
• Cross-functional collaboration with HR, Legal, Finance, IT, Operations, and business leaders.
• Project management, prioritization, sound judgment, confidentiality, and continuous improvement.

Skills

Required

• Multi-state payroll processing
• Payroll tax and wage and hour compliance
• HR technology administration (Rippling)
• Benefits and 401(k) administration

Preferred

• Bilingual English/Spanish skills

Benefits

• A culture that promotes a healthy work/life balance
• Benefits package offered to all eligible full-time employees (including medical, dental, vision, PTO, 401(k)
• Exposure to career advancement opportunities across all departments
• Generous employee discount that can be used across our house of brands!
• 110,000 - 115,000 USD per year (Manhattan Office)