Area Payroll & Benefits Manager at VH Maliha Vin Inc – Chicago, Illinois

Position Summary

The Area Payroll & Benefits Manager is responsible for the accurate, timely processing of payroll and the administration of employee benefits for Vinayaka Hospitality’s downtown hotel portfolio - Westin Michigan Ave and Hampton Inn / Homewood Suites Mag Mile. This role supports approximately 500 employees across three downtown hotels, ensuring compliance with federal, state, local, and union regulations while maintaining the highest standards of confidentiality and accuracy.

This position manages weekly and bi-weekly payroll for both union and non-union employees, administers union benefit contributions, and serves as the primary payroll and benefits liaison for hotel leadership, HR, unions, and external vendors.

Key Responsibilities

• Process weekly and bi-weekly payroll for approximately 500 employees, including union and non-union associates.
• Ensure accuracy of wages, overtime, premium pay, tips, deductions, garnishments, and retroactive pay.
• Manage payroll for union employees in accordance with collective bargaining agreements.
• Maintain compliance with wage and hour laws, FLSA, state, and local payroll regulations.
• Audit payroll reports for accuracy and resolve discrepancies in a timely manner.
• Serve as the primary administrator for Paylocity payroll processing (experience highly preferred).
• Coordinate payroll calendars and deadlines across multiple hotel properties.

• Manage and process all union benefit contributions and payments for:
  • UNITE HERE
  • Local 399
• Ensure accurate tracking and timely payment of union benefit invoices including health, pension, and other negotiated benefits.
• Reconcile union benefit bills against payroll records and union reports.
• Respond to union audits, inquiries, and benefit reconciliation requests.
• Maintain records required for union compliance and reporting.

• Administer company-sponsored and union-negotiated benefit programs.
• Coordinate enrollment, changes, and terminations for benefits.
• Serve as a point of contact for employee questions regarding payroll and benefits.
• Partner with HR leadership to ensure accurate employee status changes are reflected promptly.

• Prepare regular payroll, labor, and benefits reports for management.
• Support internal and external audits related to payroll, benefits, and union compliance.
• Maintain payroll and benefits records in accordance with company policy and legal retention requirements.
• Ensure confidentiality and data security of all payroll and employee information.

• Work closely with property HR leaders, General Managers, and Finance teams.
• Provide guidance and training to property teams regarding payroll deadlines, policies, and procedures.
• Identify process improvements to increase efficiency and accuracy across the portfolio.

Qualifications & Experience

• Minimum 3–5 years of payroll experience, preferably in hospitality.
• Demonstrated experience processing payroll for both union and non-union employees.
• Strong working knowledge of payroll laws and regulations.
• High level of Excel proficiency, including data analysis, audits, and reconciliations.
• Exceptional attention to detail and strong organizational skills.
• Ability to manage sensitive and confidential information with discretion.

• Paylocity payroll system experience.
• Experience working with UNITE HERE and Local 399 union benefits.
• Multi-property or area-level payroll experience.
• Hospitality industry background.

Work Environment

• Office-based or hybrid (depending on company structure).
• Regular interaction with multiple hotel locations and leadership teams.
• Fast-paced hospitality environment with strict payroll deadlines.

AVAILABILITY

This company operates seven days a week, 24 hours a day. Generally, the position works Monday through Friday with hours varied based on business demand. At times it may be necessary to move you from your accustomed work day, to include Saturdays and Sundays, or time of work if business or task assignments demand. In addition, it should be understood that business needs determines the amount of hours that you work.