Office & Payroll Administrator

Employment Type: Full-Time
FLSA Status: Non-Exempt
Schedule: Monday-Friday, 7:00 AM - 4:00 PM

First Star Safety is a woman-owned traffic control, pavement marking, and roadway safety contractor serving Ohio, Kentucky, and Indiana. Since 2006, we have partnered with contractors, municipalities, utilities, and government agencies to provide traffic control, pavement marking, equipment rentals, and roadway safety solutions.

We are seeking a highly organized and detail-oriented Office & Payroll Administrator to support our growing operation. This position plays a critical role in payroll administration, union reporting, certified payroll compliance, office operations, and employee support.

The Office & Payroll Administrator serves as the primary payroll administrator and office support professional for First Star Safety. This role is responsible for processing payroll, managing union reporting requirements, administering certified payroll reporting, supporting retirement plan administration, maintaining payroll system integrity, and ensuring efficient day-to-day office operations.

The ideal candidate thrives in a fast-paced construction environment and has strong experience with prevailing wage, union payroll, certified payroll reporting, and construction accounting processes.

Essential Duties & Responsibilities

Payroll Administration

• Process weekly payroll accurately and on time.
• Investigate and resolve payroll discrepancies.
• Maintain employee payroll records.
• Process garnishments, deductions, fringe allocations, and tax withholdings.
• Ensure compliance with federal, state, and local payroll regulations.

Union & Certified Payroll

• Process union payroll in accordance with collective bargaining agreements.
• Maintain union deduction and fringe benefit setup within ComputerEase.
• Prepare and submit monthly union reporting.
• Maintain documentation for union audits.
• Prepare and submit certified payroll reports.
• Support prevailing wage compliance and reporting requirements.

Timekeeping & Reporting

• Monitor Daily TimeCenter submissions and approvals.
• Audit labor coding for accuracy.
• Support payroll-related labor reporting and compliance documentation.

Office Administration

• Answer and direct incoming phone calls.
• Provide reception and visitor support.
• Manage mail, filing, and records retention.
• Order office supplies and maintain inventory.

Compliance & Administrative Support

• Manage vehicle registration records and tags.
• Assist with company certifications and renewal tracking.
• Support leadership with reporting, projects, and administrative needs.
• Perform other duties as assigned.

Required Qualifications

• 3-5 years of payroll administration experience in a construction environment.
• Demonstrated experience processing union payroll.
• Demonstrated experience preparing certified payroll reports.
• Experience managing fringe benefits, union deductions, and payroll taxes.
• Experience supporting audits and compliance documentation.
• Strong understanding of prevailing wage requirements.
• Excellent attention to detail, organization, and time management.
• Ability to maintain confidentiality.
• Proficiency in Microsoft Office, particularly Excel and Outlook.

Preferred Qualifications

• Experience with ComputerEase payroll and accounting software strongly preferred.
• Experience within heavy highway, roadway construction, traffic control, pavement marking, utility construction, or related industries.
• Experience with Laborers' Union payroll administration.

Benefits

• PTO available upon hire in accordance with company policy.
• Paid company holidays.
• SIMPLE IRA with immediate company match eligibility.
• Professional growth opportunities.
• Stable, year-round employment.

Equal Employment Opportunity

First Star Safety is an Equal Opportunity Employer. Employment decisions are made without regard to race, color, religion, sex, pregnancy, sexual orientation, gender identity, national origin, age, disability, veteran status, or any other protected status under applicable law.

First Star Safety reserves the right to modify this job description at any time to meet business needs. This description is not intended to be an exhaustive list of all duties, responsibilities, or qualifications associated with the position.