Office Administrator/ Payroll Administrator

Job Description

JOB SUMMARY

• Manage full-cycle payroll processing for field and office employees, with a strong focus on union payroll requirements.
• Take complete ownership of weekly payroll preparation, review, processing, and related reporting.
• Maintain accurate employee payroll records, timecards, rates, deductions, union classifications, and job allocations.
• Prepare and submit certified payroll reports as required for public, union, or prevailing wage projects.
• Complete utilization reporting and other job-related compliance documentation.
• Organize, review, and maintain daily job reports from field teams.
• Code accounts payable invoices to the proper jobs, cost codes, phases, departments, and general ledger accounts.
• Assist with job cost accounting by tracking labor, materials, subcontractor costs, equipment, and other project-related expenses.
• Support project managers and accounting teams with documentation needed for billing, payroll, compliance, and job costing.
• Communicate with field supervisors, project managers, vendors, subcontractors, and internal departments to resolve documentation or payroll-related issues.
• Review payroll and job cost information for accuracy before submission.
• Assist with month-end reporting, cost tracking, and project financial documentation as needed.
• Support accounts payable workflow, including invoice review, coding, routing, and documentation.
• Ensure all payroll, certified payroll, and job documentation is completed accurately and on time.
• Help improve internal processes related to payroll, job costing, document control, and reporting.
• Maintain confidentiality of payroll, employee, vendor, and financial information.
• Perform other administrative, accounting, and project support duties as assigned.

• Experience with payroll processing, preferably with complete ownership of payroll responsibilities.
• Experience working with a union contractor or knowledge of union payroll requirements.
• Knowledge of certified payroll reporting and prevailing wage documentation.
• Experience preparing utilization reports or similar compliance/job-related reports.
• Experience with accounts payable coding, including job cost coding.
• Strong understanding of daily job reports and construction project documentation.
• Ability to accurately organize, track, and maintain large volumes of paperwork and digital records.
• Strong attention to detail, accuracy, and deadlines.
• Ability to communicate professionally with office staff, field employees, supervisors, project managers, vendors, and subcontractors.
• Strong computer skills, including Microsoft Excel, Outlook, and accounting or construction management software.
• Ability to manage multiple priorities in a fast-paced commercial construction environment.

• Strong organizational and time management skills.
• High level of accuracy in data entry, payroll processing, and document review.
• Understanding of construction job costing, labor tracking, cost codes, and project documentation.
• Ability to identify discrepancies in payroll, timecards, AP coding, or job reports.
• Strong written and verbal communication skills.
• Ability to work independently and take ownership of assigned responsibilities.
• Professionalism, discretion, and confidentiality when handling payroll and financial information.
• Problem-solving skills and ability to follow up on missing or incomplete documentation.
• Willingness to learn and grow into broader accounting, financial reporting, and WIP management responsibilities.

• Experience in the commercial construction industry.
• Experience with union payroll, certified payroll, prevailing wage, or public works projects.
• Experience with construction accounting software or ERP systems.
• Experience with job cost accounting, AP coding, WIP reporting, or project financial tracking.
• Knowledge of lien waivers, insurance certificates, change orders, subcontractor documentation, or billing support is a plus.

• High school diploma or equivalent required.
• Associate degree in accounting, business administration, construction management, or related field preferred.
• 2–5 years of administrative, payroll, accounting, or job cost experience preferred.
• Commercial construction experience strongly preferred.

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