Payroll & Accounting Administrative Specialist
BRE is seeking a highly organized and detail-oriented Payroll & Accounting Administrative Specialist to support our accounting, payroll, contract administration, bidding, inventory, and day-to-day office operations.
This is a diverse administrative role that requires strong attention to detail, excellent organizational skills, confidentiality, and the ability to manage multiple priorities in a fast-paced construction environment. The ideal candidate will be comfortable working with accounting and project management systems, communicating with employees, vendors, subcontractors, project managers, field personnel, and government agencies, and ensuring that critical documentation and deadlines are maintained.
Key Responsibilities
Accounting & Accounts Payable
- Process, enter, and file accounts payable invoices on a daily basis.
- Obtain invoice approvals and determine proper expense coding.
- Process weekly vendor check runs.
- Reconcile vendor statements monthly.
- Monitor Visa activity and available credit for cardholders.
- Match Visa statements with approved receipts.
- Monitor Mirabito Fuel Card purchases and reconcile monthly statements.
- Obtain W-9s and Tax ID information from vendors.
- Review purchases for applicable tax status and issue appropriate tax exemption certificates when qualified.
- Maintain accurate accounting records and documentation.
Payroll & Certified Payroll
- Prepare, process, review, and submit certified payroll reports for applicable projects.
- Ensure payroll complies with Davis-Bacon, prevailing-wage, and applicable state and local requirements.
- Review employee classifications, wage rates, fringe benefits, deductions, and hours worked for accuracy.
- Verify employees are properly classified and paid required prevailing wages and fringe benefits.
- Monitor project-specific certified payroll requirements and submission deadlines.
- Research and resolve payroll discrepancies and classification or compliance questions.
- Coordinate with project managers and field personnel to obtain accurate timekeeping and project information.
- Maintain organized payroll records, timecards, wage determinations, fringe benefit information, and supporting documentation.
- Respond to payroll and compliance inquiries from employees, project managers, auditors, contractors, and government agencies.
- Assist with payroll audits and provide documentation as requested.
- Stay current with changes to prevailing-wage laws, wage determinations, payroll regulations, and reporting requirements.
- Maintain strict confidentiality of employee compensation and personal information.
Inventory & Materials
- Process stock issues and receipts.
- Prepare and submit Sage 300 inventory reports to the Warehouse and Controller.
- Maintain accurate inventory records and supporting documentation.
Contract & Subcontractor Administration
- Prepare subcontractor agreement packets, including insurance, W-9s, and required NYSDOT documentation.
- Set up subcontractors in EBO and maintain required records.
- Create and maintain electronic and paper subcontractor files.
- Obtain and maintain subcontractor documentation throughout the life of each contract.
- Receive and review certified payroll and forward documentation to the appropriate owner or agency.
- Monitor subcontractor insurance, participation requirements, and Female and Minority participation goals.
- Set up subcontractor commitments, including quantities and pricing, in Sage 300.
- Track subcontractor change orders and enter commitment changes as needed.
- Maintain complete electronic files of contract changes, letters, emails, quantities, and pricing.
- Determine quantities owed to subcontractors based on Engineer Estimates or AIA billings.
- Communicate quantities to subcontractors and obtain invoices in a timely manner.
- Respond to subcontractor payment and quantity inquiries and coordinate with Project Managers.
- Enter subcontractor payments into Accounts Payable and EBO.
- Coordinate subcontractor payment selection based on receipt of project payments.
- Ensure subcontractors acknowledge payments in EBO.
Bidding & Project Support
- Assist with the bidding process, including obtaining bid documents and coordinating D/M/WBE and DBE solicitation requirements.
- Assist with RFQs and related bid documentation.
- Set up projects in B2W Estimate.
- Download or request bid documents.
- Request quotes from D/M/WBE businesses in accordance with project goals.
- Obtain material certifications, save documentation to the appropriate job folder, and notify Project Managers.
- Prepare force account workups as needed.
Reception & Office Administration
- Answer and direct incoming phone calls.
- Greet customers and visitors professionally.
- Provide backup warehouse support, including receiving deliveries and pulling items for foremen when warehouse staff are unavailable.
- Assist office personnel with emails, correspondence, typing, and other administrative tasks.
- Maintain fleet records, including licensing, permitting, and truck mileage.
- Maintain equipment records in Sage 300 and paper files.
- Order office supplies and help maintain an organized and functional office environment.
- Provide administrative support wherever needed to help ensure the success of BRE's daily operations.
Qualifications & Skills
- Strong organizational and time-management skills.
- Excellent attention to detail and accuracy.
- Ability to prioritize and manage multiple responsibilities simultaneously.
- Strong written and verbal communication skills.
- Ability to maintain confidentiality and handle sensitive information professionally.
- Strong computer skills and proficiency with Microsoft Office, particularly Excel and Outlook.
- Ability to learn and effectively use accounting, payroll, project management, and government reporting systems.
- Strong problem-solving and research skills.
- Ability to work independently while also collaborating effectively with Project Managers, field personnel, vendors, subcontractors, and office staff.
- Professional and dependable approach to customer, vendor, employee, and subcontractor interactions.
Preferred Experience
Experience in one or more of the following areas is highly desirable:
- Construction accounting or accounts payable
- Payroll administration
- Certified payroll
- Davis-Bacon or prevailing-wage compliance
- NYSDOT contracting and documentation
- Subcontractor administration
- Construction project administration
- Sage 300
- B2W Estimate
- EBO or similar government compliance systems
- Inventory or fleet administration
What We're Looking For
The successful candidate will be a versatile, dependable, and highly organized team member who takes ownership of their responsibilities and understands the importance of accuracy, documentation, compliance, and deadlines. Because this position supports many areas of the company, flexibility and a willingness to assist wherever needed are essential.
If you enjoy a varied role where no two days are exactly alike and you take pride in keeping accounting, payroll, contracts, and office operations organized and running smoothly, we would like to hear from you.
To Apply:
Please submit your resume and relevant experience for consideration.
Pay: $22.00 - $27.00 per hour
Benefits:
- Dental insurance
- Health insurance
- Life insurance
- Paid time off
- Retirement plan
- Vision insurance
Location:
- Harpursville, NY 13787 (Required)
Ability to Commute:
- Harpursville, NY 13787 (Required)
Work Location: In person
