About the Role

Climate Systems LLC is seeking a detail-oriented Payroll Specialist with hands-on Paylocity experience to manage weekly payroll and validate job-related timekeeping across our commercial HVAC and mechanical operations.

This role is responsible for accurate and timely payroll processing, reviewing employee time records in both Paylocity and our ERP system, resolving discrepancies, and ensuring labor hours are properly allocated to the appropriate jobs and projects. Working closely with Human Resources, Accounting, and Operations, the Payroll Specialist will play an important role in maintaining payroll accuracy and supporting reliable labor cost reporting.

As we continue to strengthen our internal HR and payroll functions, we are looking for someone who takes ownership, meets deadlines, and works effectively with employees and managers across multiple locations.

At Climate Systems, we Do What's Right by upholding the highest ethics and keeping long-term success in mind. We Protect the Herd by fostering a safe, respectful, and inclusive workplace. We Own It by taking accountability for results and following through on commitments. Finally, we Get Better Every Day through continuous learning, innovation, and process improvement.

Key Responsibilities

Payroll Processing & Administration

• Independently process weekly payroll through Paylocity, ensuring accurate and timely payment to employees.
• Review timecards, regular and overtime hours, PTO, holiday pay, bonuses, commissions, and other payroll adjustments.
• Process new hires, terminations, pay changes, deductions, garnishments, and other employee changes affecting payroll.
• Review payroll registers and exception reports, research discrepancies, and coordinate corrections before payroll is finalized.
• Communicate with managers to resolve missing time, inaccurate entries, and outstanding approvals.
• Maintain accurate payroll records and support payroll reporting, reconciliations, tax reporting, and year-end processing.
• Respond to employee questions regarding pay, deductions, and timekeeping while maintaining confidentiality.

ERP Timekeeping & Job Costing Support

• Review and validate employee time entries in the ERP system to ensure hours are assigned to the correct service calls, work orders, projects, jobs, and cost codes.
• Reconcile job-related time entries against payroll timekeeping records to identify missing hours, duplicate entries, incorrect coding, and other discrepancies.
• Coordinate with service managers, project managers, and field supervisors to resolve timekeeping issues before payroll deadlines.
• Verify that labor hours are accurately allocated to the appropriate jobs, departments, or projects to support job costing and labor reporting.
• Follow established procedures for time entry approvals, corrections, and documentation.

Systems, Compliance & Employee Support

• Maintain accurate employee and payroll information in Paylocity and related systems.
• Support payroll system reporting, data audits, and troubleshooting.
• Follow applicable federal, state, and local wage and hour requirements and payroll recordkeeping procedures.
• Coordinate with Accounting on payroll reconciliations and labor reporting.
• Assist with payroll-related audits, workers' compensation reporting, and other documentation requests.
• Identify recurring discrepancies and communicate issues to the appropriate HR, Accounting, or Operations leader.

Required Qualifications

• At least three years of hands-on payroll processing experience.
• Demonstrated experience using Paylocity for payroll processing is required.
• Experience managing a recurring payroll cycle independently, from timekeeping review through payroll completion.
• Experience reviewing employee time records, researching discrepancies, and coordinating corrections.
• Strong attention to detail, organization, analytical skills, and deadline management.
• Proficiency in Microsoft Excel and working with payroll reports and data.
• Ability to handle confidential employee and compensation information professionally.

Preferred Qualifications

• Experience with ADP, particularly ADP Workforce Now.
• Experience with ERP or field service management systems involving job time entry, work orders, project coding, or labor allocation.
• Background in commercial HVAC, mechanical contracting, construction, field service, or another labor-intensive industry.
• Experience supporting multiple locations or a combination of hourly and salaried employees.
• Familiarity with payroll tax reporting, reconciliations, and year-end processing.

Work Environment

This is an on-site 5 days a week position in Charlotte, NC, supporting employees and managers across multiple locations. The role requires regular collaboration with office personnel, field supervisors, service managers, project managers, and Accounting, with recurring weekly payroll deadlines.

Equal Employment Opportunity

Climate Systems LLC is an equal opportunity employer committed to providing a workplace free from unlawful discrimination. Employment decisions are based on qualifications, experience, and business needs, consistent with applicable federal, state, and local laws.

This job description summarizes the primary responsibilities and qualifications of the position. Duties may evolve as business needs change.