Join a team that’s transforming mental healthcare. Founded by psychiatrists, Headlight is more than a company: it’s a movement. A movement that exists on the front lines of the mental health crisis, transforming the way people access care and the way clinicians deliver it. In order to help people in their time of need and ensure that every person who comes to us has options, we are transparent about our capabilities, treatments, and coverage, we champion innovation, and we leverage our rich data to continuously implement better ways of delivering care. Our mission is simple but powerful: Improving lives, one session at a time.

Our highly skilled and principled clinical team enjoys autonomy and institutional support so they can put their focus where it should be: on improving patient outcomes. Our clinicians want to do more than help individual clients, so they work to affect the system as a whole, elevating standards of care so that their efforts reverberate far beyond what they could do in private practice.

As the most trusted behavioral health partner in the Western U.S., we’ve established deep relationships that give us unparalleled access, interoperability, and first-priority referrals. This exclusivity, combined with our best-in-class coordinated care and feedback loops, results in superior outcomes and cost savings.

Our services are convenient, accessible, and expert, combining personalized client engagement with advanced technology to enhance, not replace, human connection. Indeed, we hold that human-to-human relationships are indispensable, so from the match to the session to the time between sessions, we provide whole person care so nobody falls through the cracks and there is a brighter path forward for all.

The Payroll & Benefits Manager is responsible for overseeing and managing all payroll and employee benefits programs to ensure accuracy, compliance, and exceptional service delivery. This role provides leadership and strategic direction for payroll and benefits administration, including retirement plans, while partnering closely with HR, Finance, and external vendors. The position requires strong analytical skills, regulatory expertise, and the ability to develop and execute action plans to resolve complex payroll and benefits issues.

### Our Pillars

Make things easier.

Forge genuine connections.

Elevate the standard.

### Roles and Responsibilities

Payroll Management

Oversee end-to-end payroll processing to ensure accurate and timely payment of wages, bonuses, and deductions
Ensure compliance with federal, state, and local wage and hour laws, tax regulations, and reporting requirements
Review and approve payroll reports, reconciliations, and audits
Develop, document, and maintain payroll policies, procedures, and internal controls
Troubleshoot and resolve complex payroll discrepancies and system issues
Partner with Finance to ensure proper accounting, funding, and reconciliation of payroll liabilities
Serve as the primary escalation point for payroll-related inquiries and issues
Lead payroll system implementations, upgrades, and process improvements

Benefits Administration

Manage all employee benefits programs, including medical, dental, vision, life, disability, and leave programs
Oversee open enrollment planning, communications, and execution
Ensure accurate enrollment, changes, and terminations across all benefit plans
Reconcile benefit vendor invoices and resolve discrepancies
Maintain compliance with applicable regulations (e.g., COBRA, ACA, HIPAA, FMLA)
Act as the primary liaison with brokers, carriers, and third-party administrators

401(k) / Retirement Plan Administration

Manage the company’s 401(k) and retirement plans in compliance with ERISA and IRS regulations
Oversee employee enrollments, contributions, employer match processing, loans, and distributions
Reconcile retirement plan contributions between payroll and plan providers
Coordinate annual compliance testing, audits, and required filings (e.g., Form 5500)
Partner with plan advisors and TPAs to ensure plan effectiveness and compliance
Provide leadership and guidance on retirement plan education and communications

Leadership & Strategy

Lead, mentor, and develop payroll and benefits staff (as applicable)
Establish performance standards, workflows, and accountability measures
Identify risks, inefficiencies, and opportunities for continuous improvement
Develop and implement corrective action plans to address recurring payroll or benefits issues
Support special projects, system implementations, audits, and cross-functional initiatives

### Qualifications

Education & Experience

Bachelor’s degree in Human Resources, Business Administration, Accounting, or related field (or equivalent experience)
5+ years of progressive experience in payroll and benefits administration
Prior management or lead experience strongly preferred
Hands-on experience administering 401(k) or retirement plans
Experience with HRIS and payroll systems (e.g., ADP, Workday, Paychex, UKG)

Certifications (Preferred)

Certified Payroll Professional (CPP) or Fundamental Payroll Certification (FPC)
Certified Employee Benefits Specialist (CEBS)
Retirement Plans Associate (RPA) or Qualified 401(k) Administrator (QKA)
SHRM-CP / SHRM-SCP or PHR / SPHR

Skills & Competencies

Advanced knowledge of payroll operations and benefits administration
Strong understanding of regulatory compliance and risk management
Proven ability to troubleshoot issues and develop actionable solutions
Excellent communication, leadership, and stakeholder management skills
High attention to detail with strong analytical and organizational abilities
Ability to manage confidential information with discretion and professionalism

### Benefits

Medical, Dental and Vision on the first of the month after employment
Paid Vacation, Sick, and Holiday time
Employee Assistance Program (EAP) provides confidential counseling services, resources, and support to help you navigate personal or professional challenges.
401(k) plan with company contribution
Opportunity to work in a cutting-edge healthcare technology environment
Professional development opportunities and training
Collaborative and supportive work culture
Impactful role contributing to the enhancement of patient care and healthcare processes

If you need any accommodations for your interview please email [email protected] prior to scheduling.

Not meeting all the requirements? Research indicates that women, communities of color, and historically underrepresented individuals are often hesitant to apply for jobs unless they meet every qualification. We are committed to cultivating a diverse, inclusive, and genuine workplace. If you're enthusiastic about this position but your previous experience doesn't precisely match every qualification listed, we enthusiastically encourage you to submit your application. You could be the ideal candidate for this role or others!

Headlight is committed to the principles of diversity, equity, and inclusiveness and seeks to create a working environment reflective of this commitment. We seek to provide a diverse clinician base to support the diversity of our clients. Headlight supports and respects diversity of people, culture, and ideas throughout our organization.

Payroll & Benefits Manager

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