Payroll Manager

Quaise Energy is unlocking Earth’s deep heat to deliver clean, reliable, baseload energy at scale – almost anywhere in the world. As both a technology innovator and project developer, Quaise builds and operates solutions that harness superhot geothermal energy far below the surface, enabling power generation that can rival the output of today’s most efficient fossil fuel and nuclear plants. Leveraging millimeter wave drilling, developed after more than a decade of research at MIT, Quaise’s mission is to make superhot geothermal a backbone of the modern energy system, offering affordable, zero-carbon power and true energy independence for communities and nations everywhere.

The Payroll Manager will lead and continuously improve Quaise's payroll function, ensuring accurate, compliant, and timely payroll operations across a rapidly growing multi-state workforce. This role owns end-to-end payroll administration while serving as the company's internal subject matter expert on payroll compliance, employment classifications, wage and hour regulations, payroll taxation, and HRIS payroll systems.

This position will play a critical role in leading Quaise's transition to Paycom, establishing scalable payroll processes, strengthening internal controls, and partnering closely with Human Resources, Finance, Accounting, and business leaders to support organizational growth. The ideal candidate combines technical payroll expertise with a continuous improvement mindset and thrives in a fast-paced, high-growth environment.

Essential functions (Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions.)

Payroll Operations

• Own end-to-end payroll processing for exempt, non-exempt, salaried, hourly, and field employees across multiple U.S. states, with the ability to support international payroll operations as the company grows.
• Ensure payroll is processed accurately and on schedule, including bonuses, commissions, equity-related payroll events, relocation payments, per diem, taxable fringe benefits, and off-cycle payrolls.
• Review payroll data for completeness and accuracy while maintaining appropriate internal controls and audit documentation.
• Reconcile payroll registers, benefit deductions, tax withholdings, and payroll-related general ledger activity with Accounting.

Payroll Compliance

• Maintain compliance with federal, state, and local payroll tax regulations and reporting requirements.
• Oversee state payroll tax registrations, unemployment accounts, local tax setup, and ongoing agency compliance as the company expands into new jurisdictions.
• Serve as the internal subject matter expert on FLSA, DOL, wage and hour laws, overtime requirements, prevailing wage considerations, and employee classification.
• Partner with HR to ensure exempt/non-exempt classifications, pay practices, and compensation programs comply with applicable employment laws.
• Monitor legislative and regulatory changes affecting payroll and proactively implement required updates.
• Ensure payroll processes are maintained in accordance with internal controls and support SOX readiness as the company continues to scale.

HRIS & Payroll Systems

• Lead payroll system implementations, upgrades, testing, and process improvements.
• Serve as the primary administrator for Paycom, overseeing payroll configuration, maintenance, and ongoing system optimization.
• Develop standardized payroll procedures, documentation, and internal controls that support scalability and audit readiness.
• Partner with HR and Finance to improve integrations between payroll, HRIS, benefits, timekeeping, and accounting systems.
• Identify opportunities to automate manual processes and improve payroll efficiency.

Employee Support & Business Partnership

• Provide payroll guidance and support to employees and managers regarding payroll, taxation, deductions, garnishments, leave payments, and earnings.
• Partner with HR on onboarding, offboarding, compensation changes, and organizational changes affecting payroll.
• Support internal and external payroll audits and respond to agency inquiries.
• Prepare payroll reports, analytics, and metrics for Finance, HR, leadership, and auditors.
• Performs other related duties as assigned.

Competencies

• Extensive knowledge of multi-state payroll administration, payroll tax regulations, and wage and hour compliance.
• Strong understanding of FLSA, Department of Labor regulations, and employee classification requirements.
• Experience administering complex payrolls, including per diem, bonuses, relocation payments, and other specialized compensation programs.
• Experience leading payroll system implementations or HRIS/payroll conversions; Paycom experience strongly preferred.
• Strong analytical, problem-solving, and organizational skills with exceptional attention to detail.
• Ability to maintain confidentiality while exercising sound judgment and discretion.
• Excellent written and verbal communication skills with the ability to build effective cross-functional relationships.
• Comfortable operating independently in a fast-paced, high-growth environment with evolving priorities.
• Proficient with Microsoft Office Suite, particularly Excel.

Supervisory responsibilities

• This role does not currently include formal people-management responsibilities but may evolve as the organization grows.
• May oversee external payroll vendors, implementation consultants, or contractors.

Education and Experience

• Bachelor's degree in Accounting, Finance, Human Resources, Business Administration, or a related field preferred.
• 7+ years of progressive payroll experience with responsibility for end-to-end payroll administration in a multi-state environment.
• Paycom implementation and administration experience strongly preferred.
• Strong knowledge of payroll tax regulations, FLSA, Department of Labor requirements, wage and hour laws, and employee classification.
• Experience leading payroll system implementations, HRIS/payroll conversions, and payroll audits.
• Demonstrated ability to partner cross-functionally and improve payroll processes in a fast-paced, high-growth organization.
• Certified Payroll Professional (CPP) certification preferred.
• Experience supporting high-growth engineering, manufacturing, energy, or other technically complex organizations preferred.

Physical requirements

• This role requires prolonged periods sitting at a desk and working on a computer.
• The employee is regularly required to stand, sit, walk, stoop, kneel, crouch, or crawl, as well as use hands to feel, reach, grasp, handle, or operate office equipment.
• The employee must be able to lift, push, pull, transfer, or move items up to 20 pounds for departmental needs.
• Occasional travel may be required to visit company offices or attend meetings, training sessions, or professional development events.
• Must have sufficient vision and hearing to review written and electronic materials, communicate effectively with employees and external partners, and participate in meetings and presentations.