Admin & US Payroll Coordinator - Freelance, Remote

• Own end-to-end payroll processing in Paylocity, including timesheet validation, deductions, tax and retirement withholdings, and final approvals.
• Maintain payroll calendars, reconcile payroll reports, and address employee payroll inquiries promptly and professionally.
• Support payroll audits and year-end activities (e.g., W-2 data validation) and ensure adherence to US and Tennessee regulations.

• Build and update provider schedules in Athena for doctors and mid-levels to ensure complete clinic coverage during operating hours.
• Coordinate PTO/leave requests, manage last-minute changes, and communicate updates to clinical and front-desk teams.
• Monitor capacity and identify gaps to minimize reschedules and improve patient access.

• Manage front-end recruiting logistics: post roles, screen for basic criteria, coordinate interviews, and maintain candidate trackers.
• Schedule multi-stakeholder interviews efficiently and ensure a positive candidate experience.
• Partner with leadership on status updates and next steps.

• Manage high-volume inbox and calendar support for leadership, including triaging 40+ meeting requests daily.
• Coordinate leadership and quarterly meetings: agenda prep, venue booking, lunch arrangements, and follow-up tasks.
• Support task and project coordination, ensuring owners, timelines, and deliverables are clear.

• Maintain and improve SOPs for payroll, scheduling, recruiting, and admin workflows.
• Create checklists and templates to reduce errors and speed up onboarding and cross-training.
• Identify operational bottlenecks and recommend process improvements.

• Hands-on US payroll processing
• Strong working knowledge of US payroll compliance (tax withholding, retirement deductions, FLSA basics)
• Experience with healthcare provider scheduling; Athena EHR strongly preferred
• Proven executive support experience managing high-volume calendars and inboxes
• Excellent spoken and written English easily understood by US audiences

• Technical: Paylocity payroll processing, Athena scheduling, Microsoft Teams/Outlook/Excel, reporting and reconciliations
• Compliance and confidentiality mindset (HIPAA awareness, data privacy best practices)
• Meticulous attention to detail; strong prioritization and follow-through
• Clear, courteous communication and stakeholder management
• Process thinker who documents SOPs and improves workflows
• Calm under deadlines; comfortable context-switching between payroll, scheduling, and EA tasks

• Computer with at least 8GB RAM, an Intel i5 core processor/AMD Ryzen 5 Processor and up.
• Internet speed of at least 40MBPS
• Headset with an extended mic that has noise cancellation and a webcam
• Back-up computer and internet connection
• Quiet, dedicated workspace at home

• You take ownership, meet deadlines, and care deeply about accuracy and service
• You're energized by supporting patient-centered healthcare through excellent back-office execution
• You're adaptable, proactive, and comfortable balancing payroll with scheduling and executive support
• You collaborate well across time zones and welcome occasional schedule shifts to meet operational needs

• Remote position
• Must have a reliable internet connection and a quiet workspace
• Required to provide own computer with Intel Core i5 or something similar or higher operating system

• 40 hours per week
• Monday-Friday, 9:00 AM-5:00 PM Central Time

• $7 per hour
• No benefits package included

Magic