Payroll Administrator

Payroll Administrator

If you are a detail-oriented professional passionate about precision and committed to compliance, you belong with us.

For over 50 years, AAA Landscape has been a trusted leader in full-service landscape management and design, serving commercial clients across Arizona. We are seeking a dedicated, strategic Payroll Administrator to join our team in Phoenix. In this critical role, you will be the backbone of our financial integrity, ensuring our most valuable asset—our people—are paid accurately and on time, every time.

What Sets Us Apart

• Established Industry Leader: You will manage payroll for a premier firm with a 50-year legacy of stability and growth in the Arizona market.
• High-Impact Compliance: This isn't just data entry; you will serve as the primary contact for all payroll-related compliance, tax filings, and internal controls for our Arizona state operations.
• Operational Excellence: You will have the autonomy to streamline processes, enhance efficiency, and implement sophisticated reporting that directly supports our executive team's decision-making.

What You'll Do (Key Responsibilities)

The Payroll Administrator is responsible for the timely, accurate, and compliant processing of multi-frequency payroll for all AAA Landscape employees in Phoenix and Tucson, ensuring strict adherence to all federal, state, and local regulations.

Payroll Processing & Administration

• Full-Cycle Execution: Execute weekly (hourly) and bi-weekly (salary) payroll, accurately calculating wages, overtime, and reimbursements while managing pay increases within the system.
• Time Management Integration: Oversee the approval and importing of time files (Sick, Vacation, Regular) into the Sage system. Review rejection files and resolve any time shortages or errors.
• Deductions & Benefits: Manage all payroll deductions including 401k, HSA, wage garnishments, and health benefits. Ensure system accuracy for terminated employees and direct deposit status.
• Distribution Management: Generate and distribute physical checks and direct deposit advice, ensuring all reports and pay stubs are organized for managers' pickup.

Compliance, Reporting & Tax Management

• Tax Administration: Process weekly tax payments and secure approvals for 401 (k), Child Support, and HSA contributions via external vendor portals.
• Quarterly & Annual Filings: Prepare and submit all federal and state quarterly filings (941, AZ A1-QRT, 940, etc.). W-2 generation, filing, and distribution process.
• Financial Reporting: Compile Friday recap reports and deposit summaries for executive review. Generate specialized Certified Payroll (Cert) and Pima reports for specific job numbers.

Process Improvement & Leadership

• Internal Controls: Establish and document strong internal payroll controls to ensure compliance with company policies and external regulations.
• Operational Efficiency: Identify opportunities to implement process improvements that drive accuracy and reduce manual errors.
• Workflow Optimization: Standardize procedures for obtaining approvals on direct deposits and tax contributions.

What You Bring (Required Qualifications)

• Experience: A minimum of 5 years of experience managing high-volume, AZ state payroll, preferably within a construction or landscape environment.
• Regulatory Expertise: Demonstrated expertise in federal and Arizona state payroll tax laws and compliance.
• Software Proficiency: Advanced knowledge of the Sage payroll system, Bamboo, and Microsoft Office.
• Core Skills: Exceptional attention to detail, strong analytical abilities, and a customer-service orientation when assisting employees.
• Preferred Credentials: Certified Payroll Professional (CPP) designation and experience with Certified Payroll requirements are highly valued.

Compensation & Benefits

We value technical talent and offer a robust total compensation package:

• Pay Range: Highly competitive salary based on experience and leadership capabilities.
• Comprehensive Benefits: Health, Dental, and Vision insurance, including a Health Savings