Onsite Payroll Administrator

Aston Carter•Manteno, IL

12d•$23 - $25•Onsite

About The Position

The Onsite Payroll Administrator supports day-to-day payroll, billing, and administrative activities at an active construction job site. This role focuses on accurately capturing labor hours, compiling billable items, and coordinating with project and payroll teams to ensure timely and precise payroll processing and invoicing. The position also provides general administrative and project support, contributing to smooth site operations in a dynamic, union construction environment.

Requirements

Experience with union construction payroll, including timekeeping and union payroll rules, highly preferred.
Proficiency in Microsoft Office Suite products, including Excel, Word, and related tools.
Ability to learn and effectively use new systems such as timekeeping software and other payroll or ERP platforms.
Experience or familiarity with TRACK (union payroll system) highly preferred.
Strong attention to detail and a high level of accuracy in data entry, reconciliation, and documentation.
Excellent problem-solving and judgment skills, with the ability to resolve discrepancies and issues in payroll and billing data.
Ability to maintain confidentiality and exercise a high degree of discretion when handling sensitive payroll and employee information.
Self-starter mindset with the ability to adapt in an ever-changing construction environment.
Ability to work effectively both within a team and independently, depending on the needs of the site.
Comfort working in a dynamic, active construction job site rather than a traditional office setting.

Nice To Haves

Experience using ERP systems such as TRACK, Vista, or similar platforms is a strong plus.
Ability to build and use Excel pivot tables for tracking, reporting, and analysis is highly preferred.
Prior administrative support experience in construction or field-based environments is beneficial.
Strong organizational skills, including the ability to manage multiple tasks and shifting priorities throughout the day.
Effective written and verbal communication skills for interacting with site teams, clients, and home office personnel.
Comfort participating in job site walks and interacting with construction crews and local union workers.
Interest in contributing to process improvements and continuous enhancement of payroll and administrative procedures.

Responsibilities

Collect and verify daily crew labor hours from time sheets and Time & Material (T&M) tickets.
Ensure all manpower hours are accurately captured, properly documented, and approved by the appropriate site personnel.
Enter and balance payroll hours in the Employee Portal, confirming data accuracy before submission.
Compile labor hours and additional billables, including equipment, consumables, and expenses, into detailed T&M tickets.
Submit approved T&M tickets to Payroll and Accounts Receivable for timely invoicing.
Support payroll and billing accuracy by reconciling hours, documentation, and supporting records.
Assist with tracking project milestones and progress as needed by the site team.
Create, update, and maintain tracking spreadsheets for labor, billing, and project-related metrics.
Attend client meetings with the site team, take clear notes, and prepare concise meeting summaries.
Participate in job site walks with field teams and/or clients to better understand project activities and labor needs.
Assist with new hire onboarding processes at the job site when needed.
Help plan and support special projects and events, such as safety lunches or site recognition activities.
Scan, organize, and submit safety and compliance paperwork to ensure records are complete and up to date.
Provide general administrative support to the site team, including document organization, filing, and communication support.
Suggest process improvements and contribute ideas to enhance efficiency and accuracy in payroll and administrative workflows.
Collaborate closely with the site Project Manager, Assistant Project Manager, and Home Office Payroll teams to support successful execution of daily operations.