Position Summary

The HR & Payroll Administrator owns the human resources function and payroll operations for a growing property management company managing 140+ communities across Washington DC, Maryland, Virginia, and Florida.

This role is responsible for end-to-end employee lifecycle management from hire through separation — and for processing accurate, compliant, multi-state payroll on a recurring cycle. The position partners directly with the CEO and with Finance to keep the company audit-ready, compliant, and operationally sound as the team scales. This is a high-trust, high-autonomy role for someone who wants to build the HR foundation of a growing company, not maintain someone else’s system.

Schedule: 9am-6pm Washington, DC time

Key Responsibilities
Payroll Administration
• Process bi-weekly multi-state payroll (DC, MD, VA, FL) with full accuracy and on-time delivery.
• Manage payroll deductions, garnishments, retirement contributions, expense reimbursements, and bonus processing.
• Reconcile payroll to the general ledger in coordination with Finance/AP.
• Manage 1099 contractor setup, W-9 collection, and year-end 1099-NEC filings for vendors and contract staff (e.g.,
cleaning crews, leasing contractors).
• Manage federal and multi-state tax filings, deposits, and quarterly returns (941, 940, state UI, state withholding).
• Track and report PTO, sick leave, and paid leave accruals in compliance with DC, MD, and VA paid leave laws.
• Issue, reconcile, and distribute W-2s annually.
• Respond to employee payroll inquiries within 24 business hours.

HR Operations & Talent

• Support full-cycle recruiting: post openings, screen applicants, schedule interviews, coordinate with hiring
managers.
• Manage new-hire onboarding end-to-end: offer letters, I-9, E-Verify, W-4, state withholding forms, direct deposit,
benefits enrollment, and handbook acknowledgment.
• Conduct or coordinate background checks, employment verifications, and reference checks.
• Maintain personnel files (digital) in compliance with federal and state recordkeeping requirements.
• Process separations: final pay, COBRA notifications, exit interviews, equipment recovery, and system access
termination across AppFolio and other platforms.
• Maintain accurate employee data in the HRIS and payroll system.

Benefits Administration
• Administer health, dental, vision, and any supplemental benefit programs.
• Manage 401(k) or other retirement plan enrollment, contributions, and compliance, if applicable.
• Run annual open enrollment.
• Manage workers’ compensation policies and claims; coordinate with carrier on incidents.
• Administer COBRA, FMLA, ADA accommodations, and state-level paid leave entitlements.
Compliance & Risk
• Maintain compliance with federal employment law: FLSA, FMLA, ADA, Title VII, ADEA, IRCA, and IRS
withholding requirements.
• Maintain compliance with multi-state employment law in DC, MD, VA, and FL — including DC Universal Paid
Leave, DC Paid Family Leave, MD Healthy Working Families Act, VA Overtime Wage Act, and FL Civil Rights
Act.
• Track and renew real estate licenses, professional certifications, and Fair Housing training for staff in client-facing
roles.
• Maintain, update, and distribute the employee handbook; refresh annually or as laws change.
• Manage required workplace posting distribution for a remote workforce.
• Maintain EEO-1 reporting (when applicable), state-required reports, and respond to unemployment claims, audits,
and government inquiries.
Employee Relations & Culture
• Serve as the first point of contact for employee questions on policy, benefits, and HR matters.
• Document and escalate employee relations issues with discretion.
• Support performance review cycles and documentation.
• Coordinate company-wide HR communications and internal announcements.
• Help build and reinforce a high-trust, accountability-driven culture in a distributed work environment.

Required Qualifications

• 3+ years of HR generalist experience with at least 1 year of hands-on payroll processing.
• Demonstrated multi-state payroll experience. DC and Maryland required; VA and FL strongly preferred.
• Proficiency with a major payroll/HRIS platform (Gusto, ADP, Paychex, Rippling, Paylocity, or similar).
• Working knowledge of federal employment law and DC/MD employment law specifically.
• Strong proficiency in Microsoft Excel and Microsoft 365.
• Demonstrated ability to handle confidential information with absolute discretion.
• Strong written communication; able to draft offer letters, policy memos, and employee communications without
supervision.
• Detail-oriented and deadline-driven; able to manage multiple priorities in a fast-moving environment.
• Proven ability to work independently in a fully remote environment.

Preferred Qualifications

• SHRM-CP, SHRM-SCP, PHR, FPC, or CPP certification.
• Bachelor’s degree in HR, Business, Accounting, or related field.
• Experience in property management, real estate, construction, or another service-based business with field staff and
contractors.
• Familiarity with AppFolio or similar property management software.
• Prior experience standing up HR infrastructure (handbook, HRIS, policies, onboarding flows) for a growing
company.

Key Competencies
• Discretion and trust — handles sensitive performance and personal data with absolute confidentiality.
• Accuracy — payroll errors and compliance gaps are not acceptable; double-checks own work.
• Initiative — identifies gaps and proposes solutions rather than waiting for direction.
• Communication — direct, clear, and professional in both internal and external interactions.
• Adaptability — comfortable in a growing company where processes are still being built.
• Ownership — treats the HR function as their function, not a list of tasks.
• Self-management — produces results without daily supervision in a remote setting.

Work Environment
• Fully remote position. Reliable high-speed internet and a quiet, professional workspace are required.
• Standard business hours with availability during U.S. Eastern Time.
• Occasional flexibility required around payroll deadlines, open enrollment, and onboarding peaks.
• Standard remote work technology use; computer and equipment provided or stipend issued per policy.

 

Independent Contractor Perks
HMO Coverage for eligible locations
Permanent work from home
Immediate hiring
Steady freelance job

Side Note

This is a permanent work-from-home role under an Independent Contractor arrangement. Candidates must have their own computer and reliable internet connection, and are responsible for their own taxes and benefits. Professional hourly fees are established based on your performance in the application process.

Please click the "Apply" button to complete your application, including the assessment questions, technical check, and voice recording. Your hourly pay rate will be established based on your performance in the application process; submissions with all requirements fulfilled will receive priority review.