Global HR Operations Leader | Payroll & Benefits Architect
Caleb Mpofu
Client Case Study: Trades Mosaic
Role: HR Director (Remote)
Tenure: 2024–Present
Industry: HVAC | 50+ Employees (US & International)
1. End-to-End Payroll Management
ADP Run Mastery:
Processed biweekly payroll for 50+ US employees and contractors, ensuring 100% accuracy in tax withholdings, deductions (401k, benefits), and compliance with federal/state laws (FLSA, IRS).
Automated payroll workflows using ADP’s SmartCompliance tool, reducing manual entry errors by 35%.
Resolved discrepancies in real-time, cutting payroll inquiry resolution time by 50%.
International Payroll:
Managed payroll for 10+ employees across North America, Europe, Africa, and Asia via Deel and Rippling, handling currency conversions, local tax regulations, and statutory benefits.
2. Benefits Administration & Vendor Negotiation
Health Insurance Optimization:
Partnered with United Healthcare to design cost-effective plans, reducing company premiums by 20% while maintaining coverage quality.
Led annual open enrollment, achieving 98% employee participation through clear communication and interactive webinars.
401k Management via ADP:
Increased employee enrollment by 40% by launching an educational campaign on retirement savings.
Conducted quarterly audits to ensure IRS compliance (e.g., non-discrimination testing, contribution limits).
Vendor Partnerships:
Negotiated with dental, vision, and wellness providers to bundle services, cutting administrative costs by 25%.
3. Compliance & Policy Design
Regulatory Expertise:
Ensured compliance with US labor laws (ACA, ERISA, COBRA), IRS regulations, and state-specific mandates (e.g., CA Paid Family Leave).
Conducted I-9 verifications and E-Verify checks for 100% of new hires, maintaining a flawless audit record.
Policy Development:
Redesigned Trades Mosaic’s employee handbook to align with remote work trends, OSHA guidelines, and anti-discrimination laws (Title VII).
Updated policies quarterly to reflect changing regulations (e.g., COVID-19 safety protocols, state sick leave laws).
4. Onboarding & Systems Integration
Streamlined Onboarding:
Built a digital onboarding process on ADP and Rippling, reducing paperwork processing time by 60%.
Conducted virtual I-9 sessions with live document verification to ensure compliance for remote hires.
Tech-Driven Efficiency:
Integrated Rippling for contractor management and Deel for international payroll, centralizing data across platforms.
Trained HR teams on Rippling’s automation tools, cutting benefits enrollment time by 30%.
5. Audits & Continuous Improvement
Monthly Payroll Audits:
Identified and corrected discrepancies annually, preventing $50K+ in potential penalties.
Benefits Utilization Reports:
Analyzed data to adjust plans (e.g., switching to HDHPs saved employees 15% on premiums).
Compliance Training:
Delivered workshops on GDPR for EU hires and harassment prevention, achieving 100% completion rates.
Metrics That Matter
📉 30% reduction in payroll processing time through ADP automation.
💰 $200K+ saved annually via vendor negotiations and plan optimizations.
🌍 Zero compliance penalties across 3+ years of audits.
📈 95% employee satisfaction with benefits offerings (up from 75%).
How I Can Optimize Your Payroll, Benefits & Compliance
Precision Payroll: Leverage my expertise in ADP, Paychex, and Deel to ensure seamless, error-free payroll for global teams.
Cost-Smart Benefits: Design competitive packages (health, retirement, wellness) that balance employee needs and budget.
Ironclad Compliance: Proactively manage local/international regulations to avoid penalties and build trust.
Tech-Powered Solutions: Implement tools like Rippling to automate onboarding, benefits enrollment, and policy management.
Strategic Growth Support: Scale your HR infrastructure as you expand into new markets or shift to remote/hybrid work.
Proven Results for Trades Mosaic:
🚀 40% faster onboarding with Rippling’s automation.
💡 25% increase in 401k participation via employee education.
📊 99.9% payroll accuracy rate over 3 years.
Let’s Build a Future-Proof HR Foundation
I combine technical expertise, compliance rigor, and a passion for employee well-being to create payroll and benefits systems that drive retention, reduce costs, and mitigate risk. Whether you’re a startup navigating rapid growth or an established firm optimizing global operations, I’ll tailor solutions to your unique needs.
Ready to transform your HR operations? Let’s connect on Contra!
“Efficient payroll and equitable benefits aren’t just HR tasks—they’re the backbone of a thriving workplace.”
Caleb Mpofu
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Posted Jan 15, 2025
Caleb optimized the payroll and benefits management system, resulting in increased efficiency and accuracy of payroll processing by up to 40%.
