The Accounts Payable & Payroll Coordinator is responsible for processing weekly payroll, managing accounts payable functions, supporting month-end accounting activities, and ensuring compliance with union reporting requirements. This role requires strong attention to detail, organizational skills, and the ability to work effectively with internal teams, vendors, customers, and union organizations.
Key Responsibilities
Payroll Administration
- Process weekly payroll and verify that hours recorded in IQ match employee timesheets.
- Review payroll data for accuracy and completeness prior to submission.
- Enter installer hours and wage information into union reporting spreadsheets following payroll processing.
- Maintain payroll records and supporting documentation.
Accounts Payable
- Enter vendor invoices and payables into QuickBooks Online (QBO).
- Process ACH and check payments in a timely manner.
- Pull and organize invoices scheduled for payment.
- Attach payment confirmations and supporting documentation to invoices.
- Maintain accurate vendor payment records.
- File accounts payable documentation and maintain organized records.
Customer & Vendor Communication
- Email payment information and remittance details to customers and vendors as required.
- Respond to inquiries regarding payments and invoice status.
Invoicing Support
- Assist with customer invoicing and billing activities as needed.
- Ensure invoicing documentation is complete and accurate.
Month-End Responsibilities
- Verify that all completed jobs for the month have been invoiced.
- Create and distribute a list of uninvoiced jobs to Project Coordinators for follow-up.
- Work closely with internal teams to ensure all out-of-state job costs have corresponding internal purchase orders.
- Assist with month-end reporting and reconciliation activities.
Union Compliance
- Maintain union wage and hour reporting records.
- Process and pay union dues by the 15th of each month.
- Ensure compliance with applicable union reporting requirements and deadlines.
Qualifications
- High school diploma or equivalent required; Associate degree in Accounting, Business Administration, or related field preferred.
- Minimum 2 years of experience in payroll, accounts payable, bookkeeping, or accounting support.
- Experience with QuickBooks Online preferred.
- Experience working with union payroll reporting is a plus.
- Proficiency in Microsoft Excel and Microsoft Office applications.
Skills & Competencies
- Strong attention to detail and accuracy.
- Excellent organizational and time-management skills.
- Ability to meet strict deadlines and manage multiple priorities.
- Strong written and verbal communication skills.
- Ability to maintain confidentiality with payroll and financial information.
- Problem-solving skills and ability to work independently.
- Team-oriented mindset with a commitment to supporting internal departments.
Work Environment
- Office-based position with regular interaction between accounting, project coordination, and management teams.
- Standard business hours with occasional overtime required to meet payroll and month-end deadlines.
Pay: $70,000.00 - $80,000.00 per year
Benefits:
- Dental insurance
- Health insurance
- Paid time off
- Vision insurance
Work Location: In person
