The Shared Services Coordinator provides essential administrative, operational, and compliance support across client s Human Resources, Payroll, Accounting, Operations, and Business Development functions. This role ensures smooth coordination of critical processes such as onboarding, payroll setup, benefits administration, vendor prequalification, state registrations, and compliance documentation. The ideal candidate is detail-oriented, highly organized, comfortable handling confidential information, and able to work collaboratively with internal teams and external vendors.

Duties and Essential Functions (list the essential job functions and then list the incidental job functions):

Human Resources & Payroll Coordination

Manage Paylocity system tasks for new hires, terminations, and employment changes.

Initiate onboarding processes and ensure timely communication with new employees.

Update payroll and benefits records, including employment type, eligibility dates, and termination data.

Track and process 401(k) enrollment, contributions, and loan setup.

Maintain hiring trackers, insurance billing, and benefits enrollment records.

Process termination tasks, including final payroll adjustments and benefit end dates.

Accounting & Operations Support

Coordinate live check processes for new hires, including confirmation calls and shipping logistics.

Maintain year-end payroll documentation, including W-2 distribution and confirmation.

Manage company check processing, scanning, and deposits.

Oversee incoming/outgoing mail, FedEx shipments, and office supply inventory.

Generate and maintain pre-payroll deduction and Cigna invoice reports.

State Registrations & Compliance

Prepare and file state business registrations, renewals, and MDOT compliance filings.

Maintain accurate records of signed documents and state licensing requirements.

Set calendar reminders for renewal deadlines to ensure continuous compliance.

Business Development & Vendor Prequalification

Support vendor qualification processes in platforms such as Compli, Prosysm, and Avetta.

Coordinate the collection and submission of documentation for sub-prequalification and RFP responses.

Maintain organized records of company profiles, certifications, and client portals.

Track RFP deadlines and assist with internal coordination for proposal submissions.

Ensure all vendor and client-required onboarding documents are complete and accurate

Knowledge, Skills and Abilities Required: (list the position requirements including education, knowledge and experience)

Qualifications:

The candidate must possess a strong understanding of American business practices, including company registration, corporate bylaws, obtaining business certifications, regulatory compliance, and the full project lifecycle and processes

Minimum 2 years of experience in administrative support, HR coordination, payroll, accounting, or shared services.
Strong organizational and time management skills with the ability to multitask effectively.
High attention to detail and accuracy in data entry and document management.
Proficiency in Microsoft Office (Excel, Word, Outlook) and comfort working with HRIS and accounting systems.
Ability to handle confidential information with discretion.
Excellent verbal and written communication skills.

Experience with Paylocity, 401(k) administration, and benefits enrollment processes.

Familiarity with state registration requirements and business licensing.

Exposure to vendor qualification platforms such as Avetta or Compli.

Prior experience supporting compliance tasks in a multi-state or telecommunications environment.

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Shared Services Coordinator