office admin accounts payable and payroll processing

Office Administrator / Accounts Payable & Payroll Coordinator
Position Type: Full-Time
Location: Office-Based
Reports To: Company Ownership / Management

Position Overview

We are seeking a reliable, organized, and detail-oriented Office Administrator / Accounts Payable & Payroll Coordinator to support the daily administrative and accounting operations of our construction business. This position is responsible for keeping the office organized, processing vendor bills, supporting payroll, maintaining records, coordinating paperwork, and helping management stay on top of company obligations.

The right candidate must be dependable, accurate, discreet with sensitive information, and comfortable working in a fast-paced construction office environment.

Key Responsibilities

Office Administration

• Manage daily office administrative tasks and general office organization.
• Answer phones, monitor emails, and route communications to the appropriate person.
• Maintain office files, project records, vendor records, employee records, and company documents.
• Assist with document preparation, scanning, filing, copying, and electronic recordkeeping.
• Track certificates of insurance, W-9 forms, vendor documents, and employee paperwork.
• Coordinate with project managers, field supervisors, vendors, subcontractors, and company ownership.
• Assist with ordering office supplies and maintaining basic office needs.
• Support management with miscellaneous administrative tasks as needed.

Accounts Payable

• Receive, review, code, and enter vendor invoices into the accounting system.
• Match invoices to purchase orders, delivery tickets, subcontract agreements, or approvals.
• Verify invoice accuracy, amounts, dates, tax, and supporting documentation.
• Track payment due dates and assist with managing accounts payable aging.
• Prepare bills for approval and payment processing.
• Maintain vendor files, W-9s, insurance certificates, and payment records.
• Communicate with vendors regarding invoices, statements, payment status, and discrepancies.
• Assist with reconciling vendor statements and resolving billing issues.
• Maintain organized electronic and physical records of all payable transactions.

Payroll Processing

• Collect, review, and verify employee timesheets and payroll information.
• Confirm hours worked, job allocations, overtime, paid time off, sick time, holidays, and deductions.
• Assist with weekly payroll processing.
• Maintain payroll records accurately and confidentially.
• Coordinate with management regarding new hires, terminations, pay rates, payroll changes, and employee classifications.
• Track employee attendance, paid time off, sick days, and vacation balances.
• Assist with certified payroll reporting when required for public construction projects.
• Ensure payroll information is processed accurately and on time.
• Maintain confidentiality of all employee payroll and personal information.

Required Qualifications

• Prior experience in office administration, accounts payable, payroll, bookkeeping, or accounting support.
• Strong organizational skills and attention to detail.
• Ability to process paperwork accurately and consistently.
• Comfortable working with numbers, invoices, timesheets, and financial records.
• Strong communication skills, both written and verbal.
• Ability to follow procedures and meet deadlines.
• Proficiency with email, Microsoft Office, Excel, PDF documents, scanning, and digital filing.
• Ability to maintain confidentiality and handle sensitive company and employee information.
• Reliable, punctual, and professional.

Preferred Qualifications

• Experience in the construction industry.
• Experience with QuickBooks or similar accounting software.
• Experience with payroll processing systems.
• Experience with certified payroll for public works projects.
• Familiarity with purchase orders, subcontractor invoices, vendor statements, lien waivers, and insurance certificates.
• Bilingual ability is a plus, but not required.

Ideal Candidate Profile

The ideal candidate is someone who takes ownership of the administrative process and does not wait to be chased for information. This person should be proactive, disciplined, organized, and able to keep track of multiple moving parts at once.

We need someone who understands that accuracy in accounts payable and payroll is critical to the company’s operation. This role requires consistency, confidentiality, follow-through, and the ability to support both office and field operations.

Skills Needed

• Accounts payable processing
• Payroll support
• Office administration
• Data entry
• Vendor communication
• Timesheet tracking
• Recordkeeping
• QuickBooks or accounting software experience
• Excel and Microsoft Office
• Construction office experience preferred
• Strong follow-up and deadline management

Compensation

Compensation will be based on experience, qualifications, and ability to perform the required responsibilities.