Payroll Coordinator

Swoon · Chicago, United States

Swoon is hiring a Payroll Coordinator to join our growing team at our Chicago headquarters ! Enjoy a hybrid schedule, a welcoming culture, and supportive leadership.

The Payroll Coordinator is the execution engine of the Swoon payroll function — processing accurate, on-time payroll for our contractor and internal employee population, maintaining clean records, resolving inquiries with urgency, and supporting the payroll team's ability to scale as Swoon grows. This person operates with high attention to detail, takes ownership of their work without being told twice, and can hold their own with limited daily supervision during a period of team transition.

Outcomes

1. Payroll Accuracy & Timeliness

• Process VMS/OTS contingent workforce payroll and internal Swoon payroll with zero missed pay dates and zero critical errors across all pay cycles.
• Maintain accurate entries for miscellaneous payroll items — late submittals, allowances, bonuses, stipends, advances — with no reconciling differences that require manager correction.

2. Inquiry Resolution

• Respond to contractor and employee payroll inquiries (hours, payments, deductions) within one business day, resolving the majority without escalation to the Payroll Manager.
• Develop working knowledge of Swoon's contractor population and common inquiry types within 60 days of start.

3. Deadline Coordination

• Coordinate and enforce payroll deadlines between Swoon's internal payroll team and the Tarsus back-office team with no missed handoffs.
• Proactively flag late or missing timecards to internal stakeholders before they impact payroll processing.

4. AR Reconciliation Support

• Partner with the Accounts Receivable team to reconcile payroll accounts and resolve discrepancies on a regular cycle, with open items tracked and cleared within agreed SLAs.

5. Systems & Process Participation

• Participate actively in ongoing payroll integration development, including Bullhorn One, providing accurate data input and flagging system issues promptly.
• Document at least one process improvement or efficiency observation within the first six months.