HR Assistant & Payroll Clerk

About the role

Since our founding in 2012, Lotlinx has consistently pioneered advancements in the automotive landscape. We specialize in empowering automobile dealers and manufacturers by providing cutting-edge data and technology, delivering a distinct market advantage for every single vehicle transaction. Today, we stand as the foremost automotive AI and machine learning powered technology, excelling in digital marketing, risk management, and strategic inventory management.

Lotlinx provides employees with a dynamic work environment that is challenging, team-oriented, and full of passionate people. We offer great incentives to our employees, such as competitive compensation and benefits, flex time off, and career development opportunities.

Job Summary

The HR Assistant & Payroll Clerk supports the People Operations team with: preparing and checking payroll data for the US and Canada, and handling the administrative side of HR. That includes new-hire paperwork, employee records, benefits forms, and filing. You will work under the guidance of the Senior Manager, People Operations, and often be the first person employees contact with routine pay and HR questions. This role is a good fit for someone early in their payroll or HR career who wants hands-on experience in both.

Key responsibilities

Payroll Clerk (approximately 50%)

• Full-time, Monday to Friday, in our West Palm Beach, FL office or Chandler, AZ. Workloads are heavier around payroll dates, year-end (December-February), and open enrollment.
• Collect, review, and enter timesheets, hours, and pay changes ahead of each US and Canadian payroll cutoff.
• Enter new hires, terminations, and pay, deduction, and direct-deposit changes in the payroll system.
• Prepare commission, bonus, and expense reimbursement inputs for review.
• Run pre-payroll audit reports and flag discrepancies for the Senior Manager to resolve before approval.
• Help prepare off-cycle payroll inputs for final pay and severance.
• Track deductions such as 401(k), RRSP, benefits, garnishments, and parking.
• Assist with payroll-to-general-ledger reconciliations and gather support documents for Finance.
• File and track payroll tax notices, agency letters, and audit requests.
• Help with year-end tasks: W-2 and T4 data checks, Records of Employment (ROEs), and employee address updates.
• Answer routine pay stub, direct deposit, and tax form questions, and escalate complex questions.

HR Assistant (approximately 50%)

• Prepare and send new-hire paperwork, collect forms (I-9, W-4, TD1, direct deposit), and follow up on missing items.
• Complete I-9 verification and E-Verify cases within required timelines.
• Enter and update employee records in Rippling (HRIS) and keep personnel files complete and organized.
• Set up orientation schedules, equipment, and system access requests with IT and hiring managers.
• Process offboarding checklists, including access removal, equipment return, and exit paperwork.
• Submit benefits enrollments, life-event changes, and terminations to carriers, and help reconcile monthly invoices.
• Track leave and workers' compensation dates and paperwork for the Senior Manager.
• Process employment verification requests and distribute required annual notices and postings.
• Pull headcount, new-hire, and turnover reports.
• Support HR programs such as open enrollment, performance review cycles, recruiting, and employee events.

Qualifications

Required

• 1-3 years of experience in payroll, HR administration, accounting support, or a similar office role.
• High school diploma or equivalent.
• Experience with an HRIS or payroll system (Rippling, ADP, Paychex, or similar).
• Strong data-entry accuracy and comfort with Excel or Google Sheets (sorting, filtering, basic formulas).
• Proven discretion with confidential employee and pay information.
• Ability to work full-time on-site in West Palm Beach, FL.

Preferred

• Associate degree or coursework in HR, accounting, or business administration.
• Exposure to multi-state US payroll or Canadian payroll.
• Experience with I-9 and E-Verify.
• FPC (Fundamental Payroll Certification) or a PHR

What success looks like

• Payroll inputs are complete, accurate, and submitted before every cutoff.
• New hires have all paperwork, I-9s, and system records done before their first day.
• Employee records and personnel files pass audit without gaps.
• Routine employee questions get a response within one business day.

You Are

• Detail-obsessed: you double-check numbers and catch issues before they reach an employee's paycheque.
• Organized under deadline pressure, with several payroll calendars running at once.
• Clear, friendly communicator who can explain pay and benefits in plain language.
• Process-minded: you document what you do and look for ways to automate it.

Workloads are heavier around payroll dates, year-end (December-February), and open enrollment.

• $55k- 65K + Annual Target Bonus
• Medical, Dental, Vision, and Matching 401k
• Flexible Time Off

• Lotlinx is not currently able to offer sponsorship for employment visa status.
• Lotlinx is headquartered in Peterborough, NH and has locations in Holmdel NJ, Manitoba, Ontario and British Columbia, Canada in addition to a large team spanning from the US to Canada.

Our success relies heavily on our customers but also our dedicated talent that continuously moves our platform forward. We value our employees, their abilities and seek to foster an open, cooperative, dynamic environment where the team and company alike can thrive.