Office Administrator/ Payroll Administrator (72653)

Valcourt•City of Utica, NY

2d•$55,000 - $65,000•Onsite

About The Position

Our company is seeking a detail-oriented and highly organized Office Administrator to support daily administrative, payroll, accounting, and job cost functions within a commercial construction environment. This role is office-based, 5 days per week, 40 hours per week, and requires a strong ability to manage deadlines, maintain accurate documentation, and work closely with operations, accounting, payroll, and project teams. The ideal candidate will have experience with payroll processing, certified payroll reporting, accounts payable coding, job cost accounting, and construction-related documentation. This position will have a major focus on payroll, including complete ownership of in-house payroll processing for a union contractor. The role also offers growth opportunities into additional financial reporting, work-in-progress management, and job cost analysis responsibilities over time.

Requirements

Experience with payroll processing, preferably with complete ownership of payroll responsibilities.
Experience working with a union contractor or knowledge of union payroll requirements.
Knowledge of certified payroll reporting and prevailing wage documentation.
Experience preparing utilization reports or similar compliance/job-related reports.
Experience with accounts payable coding, including job cost coding.
Strong understanding of daily job reports and construction project documentation.
Ability to accurately organize, track, and maintain large volumes of paperwork and digital records.
Strong attention to detail, accuracy, and deadlines.
Ability to communicate professionally with office staff, field employees, supervisors, project managers, vendors, and subcontractors.
Strong computer skills, including Microsoft Excel, Outlook, and accounting or construction management software.
Ability to manage multiple priorities in a fast-paced commercial construction environment.
Strong organizational and time management skills.
High level of accuracy in data entry, payroll processing, and document review.
Understanding of construction job costing, labor tracking, cost codes, and project documentation.
Ability to identify discrepancies in payroll, timecards, AP coding, or job reports.
Strong written and verbal communication skills.
Ability to work independently and take ownership of assigned responsibilities.
Professionalism, discretion, and confidentiality when handling payroll and financial information.
Problem-solving skills and ability to follow up on missing or incomplete documentation.
Willingness to learn and grow into broader accounting, financial reporting, and WIP management responsibilities.
High school diploma or equivalent required.
2–5 years of administrative, payroll, accounting, or job cost experience preferred.

Nice To Haves

Experience in the commercial construction industry.
Experience with union payroll, certified payroll, prevailing wage, or public works projects.
Experience with construction accounting software or ERP systems.
Experience with job cost accounting, AP coding, WIP reporting, or project financial tracking.
Knowledge of lien waivers, insurance certificates, change orders, subcontractor documentation, or billing support is a plus.
Associate degree in accounting, business administration, construction management, or related field preferred.
Commercial construction experience strongly preferred.

Responsibilities

Manage full-cycle payroll processing for field and office employees, with a strong focus on union payroll requirements.
Take complete ownership of weekly payroll preparation, review, processing, and related reporting.
Maintain accurate employee payroll records, timecards, rates, deductions, union classifications, and job allocations.
Prepare and submit certified payroll reports as required for public, union, or prevailing wage projects.
Complete utilization reporting and other job-related compliance documentation.
Organize, review, and maintain daily job reports from field teams.
Code accounts payable invoices to the proper jobs, cost codes, phases, departments, and general ledger accounts.
Assist with job cost accounting by tracking labor, materials, subcontractor costs, equipment, and other project-related expenses.
Support project managers and accounting teams with documentation needed for billing, payroll, compliance, and job costing.
Maintain accurate digital and physical files for payroll, AP, certified payroll, job reports, contracts, change orders, and project documentation.
Communicate with field supervisors, project managers, vendors, subcontractors, and internal departments to resolve documentation or payroll-related issues.
Review payroll and job cost information for accuracy before submission.
Assist with month-end reporting, cost tracking, and project financial documentation as needed.
Support accounts payable workflow, including invoice review, coding, routing, and documentation.
Ensure all payroll, certified payroll, and job documentation is completed accurately and on time.
Help improve internal processes related to payroll, job costing, document control, and reporting.
Maintain confidentiality of payroll, employee, vendor, and financial information.
Perform other administrative, accounting, and project support duties as assigned.