Office & Payroll Administrator

Custom Print Graphics•Niles, IL

23d

About The Position

The Office & Payroll Administrator keeps CPG's day-to-day operations running smoothly — handling payroll, accounts payable and receivable, customer communications, and front-office administration. It's a detail-heavy, customer-facing role that touches nearly every part of the business. General ledger, month-end close, and financial reporting are retained by the Finance & Operations Manager.

Requirements

2+ years in office administration, payroll, or AP/AR support
Hands-on payroll processing experience (Gusto, ADP, or similar)
AP/AR experience: entering bills, processing payments, and applying customer payments
Experience with QuickBooks Online
Strong customer service and communication skills, with a professional phone and email manner
Excellent organization, attention to detail, and discretion with confidential information

Nice To Haves

Familiarity with multi-state payroll and Illinois wage/labor requirements
Experience in a manufacturing, print, or small-business environment
Comfort learning new software and systems

Responsibilities

Oversee daily office operations and keep the workspace organized and stocked
Order office and breakroom supplies and manage office-related vendors
Coordinate facilities needs and manage incoming and outgoing mail and shipments
Maintain organized physical and digital filing systems, and provide administrative support to ownership and staff
Monitor shared company inboxes, triaging and routing messages to the right person or department
Respond to routine customer inquiries by phone and email, including order-status and shipping questions
Serve as a welcoming first point of contact for customers, vendors, and visitors
Enter vendor invoices into QuickBooks Online and process vendor payments by check and ACH
Verify invoices against supporting documentation and obtain approvals; maintain vendor records and W-9s
Apply incoming customer payments (check and ACH) to open invoices, and resolve discrepancies or past-due items
Perform other duties as needed to support daily operations
Process full-cycle payroll through Gusto, ensuring accuracy and on-time delivery each pay period
Review and reconcile timesheets, hours, overtime, and PTO before each run
Set up new hires and process terminations, including final pay per Illinois requirements
Maintain payroll records, deductions, garnishments, direct deposit, and 401(k) contributions (Guideline)
Answer employee payroll and PTO questions, and support tax compliance, workers' comp audits, and year-end W-2s
Coordinate new-hire onboarding: paperwork, workspace setup, and system access
Collect and maintain employment documentation (I-9, W-4) and confidential personnel files
Track PTO and attendance, and help keep HR policies current