Human Resource and Finance Coordinator

Responsibilities

• Process semi monthly or bi weekly payroll accurately and on schedule using payroll software.
• Maintain payroll records, including hours worked, deductions, and adjustments.
• Administer payroll related taxes, including federal, state, and local withholdings (FICA, FUTA, SUTA).
• Prepare and file payroll tax returns (941, 940, W-2, etc.) and liaise with tax authorities as needed.
• Respond to payroll inquiries from employees in a timely and professional manner.
• Administer employee benefits programs including health insurance, dental, vision, and 401(k).
• Manage open enrollment processes and communicate benefit options clearly to employees.
• Coordinate with benefit vendors and brokers to resolve issues and ensure compliance.
• Maintain accurate and up to date employee records in the HRIS system.
• Ensure compliance with federal, state, and local employment laws (FLSA, ADA, FMLA, EEO, etc.).
• Manage onboarding and offboarding processes, including I-9 verification and equipment coordination.
• Draft, update, and communicate HR policies and employee handbook content.
• Support performance review cycles and maintain related documentation.
• Assist with recruitment coordination, including job postings, interview scheduling, and offer letters.
• Prepare, issue, and track approximately 15 customer invoices per month in close coordination with the German Finance team.
• Post invoices to individual customer accounts (debtors) in QuickBooks Online, ensuring accurate and timely recording.
• Monitor open receivables and initiate payment reminders and dunning notices per escalation procedures.
• Apply incoming payments against open invoices and maintain clean debtor account records.
• Manage the incoming invoice workflow: receive, review for completeness, and route vendor invoices for approval per defined authorization levels.
• Organize and maintain digital records of all incoming invoices to support timely processing by the German Finance team.
• Ensure documents are complete, correctly coded, and ready for final booking.
• Support handling of inbound and outbound payments, including preparing payment runs and following up on pending transactions.
• Liaise with Banks or payment service providers on routine operational matters.
• Flag discrepancies or exceptions to the German Finance team for resolution.

Technologies

• QuickBooks Online

Benefits

• Health insurance
• Dental
• Vision
• 401(k)

Role Overview

A practical, cross functional position focused on daily HR operations and local finance coordination. You will partner with the US team and the German Finance group to ensure timely payroll processing, compliant HR practices, accurate invoicing, and organized financial records. The successful candidate thrives in a structured environment, communicates proactively across time zones, and takes ownership of duties.