What are the responsibilities and job description for the Payroll Specialist position at Vanguard Maintenance and Electrical, Inc.?
Position Overview
Vanguard Maintenance and Electrical, Inc. is seeking a reliable, detail-oriented Payroll Administrator to manage weekly payroll processing and ensure accuracy, compliance, and efficiency across a growing, multi-state organization. This role serves as the primary point of contact for payroll-related matters and partners closely with Finance and Human Resources, bringing strong technical payroll expertise and a data-driven approach to reporting and process improvement.
Payroll Administration
Process weekly payroll accurately using MITER or comparable payroll systems.
Review and validate employee hours, overtime, bonuses, reimbursements, deductions, and per diem in accordance with state and federal requirements.
Prepare and submit certified payrolls and support job costing through accurate project and cost-code allocation.
Ensure full compliance with federal, state, and multi-state wage and hour regulations.
Employee Data, Benefits & Deductions
Maintain accurate employee records including hires, terminations, pay changes, and benefit updates.
Process benefit-related deductions including health insurance, 401(k), and voluntary programs, and complete required contribution reporting.
Safeguard confidential employee information at all times.
Compliance, Reporting & Audits
Remain current on payroll, tax, and labor regulations.
Assist with payroll tax filings, reconciliations, year-end processes, and audit requests.
Generate certified payroll reports, payroll summaries, and supporting documentation.
Employee Support & Collaboration
Serve as the primary resource for employee payroll inquiries and issue resolution.
Partner with Human Resources on onboarding, offboarding, benefits administration, and policy alignment.
Work with Finance to ensure payroll activity is accurately reflected in financial reporting, job costing, and budgeting.
Systems, Accuracy & Process Improvement
Utilize payroll and financial systems efficiently to ensure data integrity and accuracy.
Perform periodic audits of payroll records and system configurations.
Leverage Excel and data analytics to provide insights and reporting support to Finance and HR.
Identify opportunities to streamline workflows and improve payroll processes.
Ideal Candidate
Two to five years of payroll administration experience, with construction or field-based payroll preferred.
Experience processing weekly payroll using MITER; familiarity with Sage Construction Management and Sage Intacct preferred.
Strong knowledge of federal, state, and multi-state payroll compliance, including per diem requirements.
Intermediate to advanced Excel skills with a data-driven mindset.
Exceptional attention to detail, organizational skills, and professional discretion.
Ability to work independently and meet established timelines.
Reporting & Work Environment
Reports directly to the Vice President of Finance with a dotted-line relationship to the Director of Human Resources.
In-office presence required five days per week at the White Plains office, with limited flexibility considered over time based on business needs and performance.
About Vanguard
Vanguard Maintenance and Electrical, Inc. partners with leading controls contractors to deliver high-quality electrical installations for Building Management Systems (BMS) and Programmable Logic Controller (PLC) systems. Our work is built on precision, teamwork, and a commitment to doing the job right the first time.
Working at Vanguard means stepping into new challenges, discovering your strengths, and shaping a career you’re excited about. We build opportunity together—fueling curiosity, championing bold ideas, and turning the best possibilities into real results.
Vanguard Maintenance & Electrical, Inc. is an equal opportunity employer.
Vanguard Maintenance and Electrical, Inc. is seeking a reliable, detail-oriented Payroll Administrator to manage weekly payroll processing and ensure accuracy, compliance, and efficiency across a growing, multi-state organization. This role serves as the primary point of contact for payroll-related matters and partners closely with Finance and Human Resources, bringing strong technical payroll expertise and a data-driven approach to reporting and process improvement.
Payroll Administration
Process weekly payroll accurately using MITER or comparable payroll systems.
Review and validate employee hours, overtime, bonuses, reimbursements, deductions, and per diem in accordance with state and federal requirements.
Prepare and submit certified payrolls and support job costing through accurate project and cost-code allocation.
Ensure full compliance with federal, state, and multi-state wage and hour regulations.
Employee Data, Benefits & Deductions
Maintain accurate employee records including hires, terminations, pay changes, and benefit updates.
Process benefit-related deductions including health insurance, 401(k), and voluntary programs, and complete required contribution reporting.
Safeguard confidential employee information at all times.
Compliance, Reporting & Audits
Remain current on payroll, tax, and labor regulations.
Assist with payroll tax filings, reconciliations, year-end processes, and audit requests.
Generate certified payroll reports, payroll summaries, and supporting documentation.
Employee Support & Collaboration
Serve as the primary resource for employee payroll inquiries and issue resolution.
Partner with Human Resources on onboarding, offboarding, benefits administration, and policy alignment.
Work with Finance to ensure payroll activity is accurately reflected in financial reporting, job costing, and budgeting.
Systems, Accuracy & Process Improvement
Utilize payroll and financial systems efficiently to ensure data integrity and accuracy.
Perform periodic audits of payroll records and system configurations.
Leverage Excel and data analytics to provide insights and reporting support to Finance and HR.
Identify opportunities to streamline workflows and improve payroll processes.
Ideal Candidate
Two to five years of payroll administration experience, with construction or field-based payroll preferred.
Experience processing weekly payroll using MITER; familiarity with Sage Construction Management and Sage Intacct preferred.
Strong knowledge of federal, state, and multi-state payroll compliance, including per diem requirements.
Intermediate to advanced Excel skills with a data-driven mindset.
Exceptional attention to detail, organizational skills, and professional discretion.
Ability to work independently and meet established timelines.
Reporting & Work Environment
Reports directly to the Vice President of Finance with a dotted-line relationship to the Director of Human Resources.
In-office presence required five days per week at the White Plains office, with limited flexibility considered over time based on business needs and performance.
About Vanguard
Vanguard Maintenance and Electrical, Inc. partners with leading controls contractors to deliver high-quality electrical installations for Building Management Systems (BMS) and Programmable Logic Controller (PLC) systems. Our work is built on precision, teamwork, and a commitment to doing the job right the first time.
Working at Vanguard means stepping into new challenges, discovering your strengths, and shaping a career you’re excited about. We build opportunity together—fueling curiosity, championing bold ideas, and turning the best possibilities into real results.
Vanguard Maintenance & Electrical, Inc. is an equal opportunity employer.