Payroll and AP Manager

AC Martin Inc • Los Angeles, CA

6h • $100,000 - $125,000 • Hybrid

About The Position

The Payroll and Accounts Payable Manager oversees all payroll and A/P operations for our multi‑office architecture firm. This role ensures accurate, timely biweekly payroll processing for all employees, manages weekly timesheet workflows, and leads the full cycle of accounts payable. The position partners closely with HR, accounting, project managers, and office leadership across all locations to maintain compliance, streamline processes, and support the financial health of the firm.

Requirements

• 5+ years of payroll and accounts payable experience, preferably in professional services or project‑based environments.
• Strong knowledge of California payroll laws; multi‑office experience a plus.
• Experience with payroll and accounting systems (e.g., Deltek, Paychex, ADP, or similar).
• High attention to detail, accuracy, and confidentiality.
• Strong analytical and problem‑solving skills.
• Excellent communication and customer service skills.
• Ability to manage deadlines and prioritize in a fast‑paced environment.
• Experience supervising or mentoring staff is helpful but not required.

Nice To Haves

• Experience in an architecture, engineering, or construction (AEC) firm.
• Familiarity with project-based accounting and job cost structures.
• Prior involvement in process improvement or system implementation.

Responsibilities

• Oversee and process biweekly payroll for approximately 140 employees across four California offices.
• Manage weekly timesheet collection, review, and approval workflows; ensure compliance with firm policies and California labor laws.
• Maintain payroll records, employee changes, and compensation updates in the payroll system.
• Coordinate with HR on new hires, terminations, benefits deductions, and employee status changes.
• Review and reconcile payroll reports; ensure accuracy of earnings, taxes, and deductions.
• Prepare and distribute payroll-related reports for Finance and leadership.
• Serve as the primary point of contact for employee payroll inquiries.
• Oversee full-cycle A/P, including invoice intake, coding, approvals, and payment processing.
• Ensure accurate job cost coding for project-related expenses.
• Maintain vendor records, W‑9s, and payment terms; resolve vendor inquiries.
• Reconcile A/P accounts and support month-end close.
• Manage corporate credit card program, including expense report review and compliance.
• Ensure payroll and A/P processes comply with federal, state, and local regulations.
• Partner with Finance leadership to refine workflows, strengthen internal controls, and improve efficiency.
• Support annual audits, including workers’ compensation, 1099s, and financial audits.
• Maintain documentation of payroll and A/P procedures.
• Maintain/file annual business license renewals.
• Annual filing on Form 571-L.
• Assist accounting staff with month-end procedures.
• Reconcile general ledger accounts on a monthly basis.
• Work closely with project managers to ensure accurate timesheet coding and labor allocation.
• Coordinate with office managers in San Diego, Sacramento, and the Bay Area on local needs and compliance.
• Provide training and guidance to staff on timesheet and expense procedures.

Benefits

• Alternative work schedule of 40 hours per week based on a 4 ½‐day workweek.
• Hybrid schedule of 3 days in the office, 2 days working from home, and half-day on Fridays.
• Group medical, dental, and vision plans with HSA and FSA options.
• Company-paid Life and AD&D coverage.
• 401(k) Savings Plan.
• Company paid time off and holidays.
• Paid monthly parking.

What This Job Offers

• Job Type: Full-time
• Career Level: Manager
• Education Level: No Education Listed