HR & Payroll Administrative Coordinator

Title: HR & Payroll Administrative Coordinator

Company: SustainableHR PEO, LLC

Location: Madison, WI (In-Office Position)

Employment Type: Full-Time

About Us

SustainableHR PEO, LLC is a growing Midwest PEO and recruiting partner focused on simplifying HR for small and mid-sized businesses. We're known for excellent service, strong relationships, and helping clients navigate HR with confidence. As we grow, we're adding a critical role to support our HR and payroll operations.

Position Summary

The HR & Payroll Administrative Coordinator plays a key role in supporting HR documentation, onboarding, employee records, payroll backup, and overall administrative operations. This is an ideal role for someone who is organized, detail-oriented, and excited to work in a fast-paced PEO environment where no two days look the same.

What You'll Do

HR Administration

• Prepare and issue new hire letters, employee onboardings, and status change forms
• Maintain employee files, digital records, and compliance documentation
• Assist with I-9 verification, E-Verify submissions, and internal audits
• Manage HR inbox inquiries and coordinate responses
• Support benefits enrollment tasks when needed

Payroll Support

• Assist with collecting, verifying, and entering payroll data
• Manage updates to hours, deductions, garnishments, and employee changes
• Help troubleshoot employee payroll questions
• Support weekly/biweekly payroll processing as needed

General Coordination

• Update HRIS and payroll systems accurately
• Prepare reports, spreadsheets, and documentation for leadership
• Assist with special projects, year-end tasks, and client needs
• Maintain confidentiality and professionalism at all times

Office Support Specialist

• Facilities Maintenance: Ensure a clean and organized office environment by managing light upkeep tasks such as waste disposal and maintaining common areas.
• Hospitality Coordination: Arrange and oversee meal orders for team meetings and office events, ensuring timely delivery and quality service.
• Front Desk Operations: Serve as the first point of contact by answering incoming calls, directing inquiries, and providing courteous assistance to visitors and staff.
• Workplace Aesthetics: Maintain a welcoming atmosphere by caring for office plants and monitoring overall workspace presentation.

What We're Looking For

• 1–3+ years of HR admin, payroll support, or office coordination experience
• Strong attention to detail and ability to maintain accuracy with high volumes of paperwork
• Experience with HRIS or payroll systems
• Excellent communication skills, both written and verbal
• Ability to manage multiple priorities and deadlines
• A proactive, solutions-oriented mindset

Preferred, Not Required

• Experience in a PEO environment
• Knowledge of payroll compliance or multi-state HR practices
• Familiarity with onboarding workflows

Salary Range

$52,000–$65,000 depending on experience, with room to grow as responsibilities expand.

Why Work With Us

• Growing PEO with a strong Midwest presence
• Mission-driven culture and supportive leadership
• Clear career pathway toward HR Generalist or Payroll & Benefit Specialist roles
• Opportunity to learn the full lifecycle of HR and payroll