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. Our revenue has grown from approximately $3 million to $8 million over the last three years, and we expect to continue growing strategically. We perform both public and private construction work, including New York prevailing wage projects.

We are looking for a detail-oriented AP/AR & Payroll Administrator to support accounting, payroll, employee onboarding, billing, project setup, compliance, and general office administration as the company continues to grow.

Position Summary

The AP/AR & Payroll Administrator supports the company's accounting, payroll, employee onboarding, and office administration functions. This role is responsible for maintaining accurate records, processing invoices, receipts, payroll, and employee documentation, as well as assisting with project setup, billing, compliance, and general office support. This position will work closely with the company's outsourced controller, who will provide financial oversight and guidance to help ensure accurate financial reporting, timely communication, and proper accounting support to sustain company growth.

Key Responsibilities

Accounts Payable (AP) & Purchasing

· Create purchase orders, enter inventory/material items, receive and invoice materials, and maintain supporting documentation in required systems.

· Enter vendor accounts and invoices, reconcile credit card transactions, pay bills, issue checks, and maintain organized AP records.

· Verify vendor confirmations, pricing, freight, and tax status, and resolve invoice discrepancies with vendors and internal teams.

Accounts Receivable (AR) & Billing

· Track outstanding receivables and follow up with contractors/customers on open balances.

· Enter and manage deposits and receipts.

· Assist Project Managers with AIA billing, lien waivers, notarized documents, and billing documentation for project closeout.

Bookkeeping & Office Admin

· Enter general ledger activity, ACH/autopay entries, journal entries, bank fees, transfers, and assist with bank/credit card reconciliations and year-end close.

· Maintain transaction documentation, support financial reporting, and monitor bank and credit card accounts as needed.

· Handle mail, filing, packages, office supplies, notarized documents, and general office support.

Payroll & Certified Payroll

· Coordinate timecard review and approvals, enter timecards into payroll software, process payroll on schedule, and distribute checks/pay stubs.

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

· Maintain payroll records, prevailing wage documentation, workers compensation records, Simple IRA contributions, PTO/sick time tracking, and audit support.

Employee Onboarding & Offboarding

· Prepare and process new hire paperwork, including W-4, I-9, 1099, direct deposit forms, handbooks, and related employee documents.

· Set up and remove employees in company systems, including payroll, time tracking, benefits, and safety platforms.

· Maintain employee files, certifications, licenses, training records, attendance records, benefits information, and assist with employee questions.

Project Setup, Safety & Compliance

· Set up new projects across required systems and maintain project setup checklists.

· Request and send insurance certificates, W-9s, OSHA documents, and other required project documentation.

· Track toolbox talks, safety training, certifications, drug testing, DOT physicals, respirator fit tests, and compliance records.

Systems Used

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

Qualifications

Required

· Experience with AP, AR, payroll, bookkeeping, onboarding, or construction-related office administration.

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

· Ability to manage deadlines, communicate with employees, vendors, project teams, and outside accounting support, and maintain accurate records across multiple systems.

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

Preferred

· Experience with Foundation, Payroll4Construction/P4C, ExakTime, Procore, Fishbowl, BambooHR, or similar systems.

· Experience with certified payroll, New York prevailing wage work, AIA billing, lien waivers, or construction project documentation.

· Prior experience in a construction office, accounting office, payroll department, or administrative accounting support role.

Ideal Candidate

The ideal candidate is organized, dependable, detail-oriented, and comfortable handling a wide range of accounting, payroll, onboarding, and administrative tasks. This person should be eager to learn company systems, communicate clearly, protect confidential information, and support positive change as the company continues to grow.

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.

· Collaborative environment with ownership, project managers, field employees, vendors, and outside accounting support.