AP/AR & Payroll Administrator

About Us

We are an established New York State non-union construction company with 25 years in business and a strong growth trajectory. We perform public and private construction work, including New York prevailing wage projects.

Position Summary

The AP/AR & Payroll Administrator supports the company’s accounting, payroll, employee onboarding, billing, project setup, compliance, and general office administration. This position works closely with the company’s outsourced controller, who provides financial oversight and guidance to help ensure accurate records, timely communication, and proper accounting support as the company continues to grow.

Key Responsibilities

· Process accounts payable, purchase orders, vendor invoices, credit card transactions, bill payments, checks, and supporting documentation.

· Manage accounts receivable items including deposits, receipts, open balances, billing support, AIA billing assistance, lien waivers, and project closeout documentation.

· Complete bookkeeping and general office support, including general ledger entries, reconciliations, transaction documentation, filing, mail, packages, office supplies, and notarized documents.

· Coordinate timecards, process payroll, distribute checks/pay stubs, maintain payroll records, and support workers compensation, Simple IRA, PTO, and sick time tracking.

· Prepare and submit certified payroll to General Contractors and required portals, including NYS platforms when applicable.

· Handle employee onboarding and offboarding paperwork, including W-4, I-9, direct deposit forms, handbooks, system setup/removal, employee files, certifications, attendance records, and benefit-related documentation.

· Set up new projects across required company systems and request/send project documentation such as insurance certificates, W-9s, OSHA documents, and related compliance records.

· Assist with safety and compliance tracking, including toolbox talks, safety training, certifications, drug testing, DOT physicals, respirator fit tests, and required records.

· Communicate with employees, vendors, project teams, ownership, and outside accounting support to keep records accurate and tasks moving forward.

Systems Used

Foundation, Payroll4Construction/P4C, ExakTime, Procore, Fishbowl, Quantum, Crew, Share My Toolbox, Way We Do, NYS-required platforms, Microsoft Office, and bank/credit card platforms.

Qualifications

· Experience with AP, AR, payroll, or bookkeeping

· Strong attention to detail, organization, confidentiality, follow-through, and ability to meet deadlines.

· Comfortable communicating with employees, vendors, project teams, outside accounting support, and ownership.

· Comfortable using Microsoft Office and learning company-specific accounting, payroll, project, and safety systems.

· Construction accounting, certified payroll, New York prevailing wage, AIA billing, lien waiver, Foundation, P4C, ExakTime, Procore, or Fishbowl experience is preferred, but not required for the right candidate.

Ideal Candidate

The ideal candidate is organized, dependable, detail-oriented, eager to learn, and comfortable supporting a growing construction company. This person should be able to manage multiple tasks, protect confidential information, communicate clearly, and support positive change.

Why Join Us?

· Established company with 25 years in business.

· Strong growth trajectory and opportunity to grow with the company.

· Important accounting, payroll, and administrative support role with real operational impact.

· Opportunity to learn construction accounting, certified payroll, and project support systems.

To Apply

Please submit your resume and a brief note describing your accounting, payroll, AP/AR, onboarding, construction office, certified payroll, prevailing wage, or related administrative experience.