Payroll HR Coordinator

At Headlands Research, we are dedicated to enhancing clinical trial delivery within our communities. As a leading network of advanced clinical trial sites, we leverage cutting-edge technology and exceptional support services to broaden outreach and participation. Founded in 2018, our rapidly growing company currently operates 20+ sites across the US and Canada, with plans for further expansion.

Be the Backbone of a Growing Clinical Research Organization

At Headlands Research, we are transforming how clinical trials are delivered in our communities. Since 2018, we’ve grown into a leading network of advanced clinical trial sites across the U.S. and Canada — and we’re just getting started.

Behind every successful site, study, and patient experience is a strong people and payroll foundation. That’s where you come in.

We’re looking for a Payroll & HR Coordinator who thrives in a fast-paced, growth-oriented environment and takes pride in getting the details right. This is more than administrative support — this role plays a critical part in ensuring our employees across 20+ sites are supported accurately, compliantly, and on time.

If you enjoy working behind the scenes to make sure everything runs smoothly, love building clean, efficient processes, and want to contribute to a mission-driven organization improving patient access to clinical trials, this role is for you.

The Payroll/HR Coordinator provides essential administrative and compliance support across HR and payroll operations. This role assists with maintaining accurate employee records, supporting employee life cycle processes, and helping ensure timely and accurate payroll processing. The ideal candidate is detail‑oriented, organized, and committed to supporting both employees and internal HR/payroll workflows with accuracy and professionalism.

Responsibilities:

• Payroll Administration Support

• Assist with preparation and validation of payroll data, including timesheets, hours worked, PTO, and other pay‑related items.

• Review payroll inputs for accuracy and completeness prior to submission.

• Support payroll processing to ensure employees are paid accurately and on schedule.

• Maintain payroll records and assist with payroll reconciliations.

• Respond to payroll‑related employee questions, escalating more complex issues as appropriate.

• Support basic payroll tax activities, including reviewing tax‑withholding setups, monitoring state/local requirements, and assisting with tax‑related inquiries.

• Support year‑end payroll activities, including W‑2s, audits, and reporting.

• Human Resources Support

• Maintain and update employee records in the HRIS, ensuring accuracy and confidentiality.

• Support the employee life cycle, including onboarding, status changes, promotions, transfers, and separations.

• Prepare and process employment‑related documentation, including new hire, change, and termination paperwork.

• Support compliance activities such as E‑Verify, I‑9 maintenance, routine audits, and record retention.

• Prepare and maintain standard HR documentation (forms, letters, templates, checklists) and assist with HR reporting needs.

Qualifications:

• 1–3 years of experience in HR support, payroll coordination, or related administrative operations.

• Experience with HRIS and payroll systems (Rippling is ideal) preferred.

• Basic understanding of payroll principles, tax‑withholding fundamentals, and state/local tax basics.

• Strong attention to detail with consistent accuracy in data entry and documentation.

• Ability to maintain confidentiality and handle sensitive employee information with professionalism.

• Solid organizational and time‑management skills with the ability to manage multiple tasks and meet deadlines.

• Strong communication and customer‑service skills when assisting employees and internal partners.

• Proficiency with Microsoft Office (Excel, Word, Outlook) and comfort working with data.

California Pay Range
$22—$26 USD