Payroll Coordinator

Position Summary

We seek a detail‑oriented payroll administrator to manage weekly payroll, timekeeping, labor reporting, and related administrative functions within a field‑based environment.

Payroll Administration:

• Collect, review, validate, and process weekly employee time records.
• Ensure labor hours are accurately coded to jobs, cost codes, and labor classifications.
• Prepare and submit payroll data for weekly payroll processing within established deadlines.
• Review time records for completeness and identify discrepancies requiring correction before payroll submission.
• Assist employees and supervisors in resolving payroll‑related timekeeping issues.

Timekeeping Administration:

• Maintain daily timekeeping records for hourly direct‑labor employees.
• Monitor employee clock‑in/clock‑out activity through company‑approved timekeeping systems.
• Assist employees with proper use of company timekeeping applications and mobile software.
• Ensure employee time is reported accurately and in compliance with company policy.
• Follow up with supervisors regarding missing, incomplete, or inaccurate time records.

Reporting & Data Management:

• Prepare and maintain daily labor, payroll, and timekeeping reports.
• Update and distribute payroll status reports to Finance and Operations.
• Assist with labor cost reporting and workforce utilization tracking.
• Maintain accurate payroll documentation and supporting records.
• Perform data entry related to payroll, labor reporting, and compliance tracking.

Paid Time Off Administration:

• Track employee PTO balances.
• Process PTO requests in accordance with company policies.
• Maintain PTO calendars and scheduling records.
• Coordinate calendar invitations and scheduling associated with approved leave.

Per Diem Administration:

• Assist with administration of company per diem programs.
• Enter and maintain per diem eligibility and payment data.
• Prepare routine compliance reports supporting company per diem policies.
• Identify discrepancies requiring management review.
• Assist Finance leadership with documentation supporting internal audits and compliance reviews.

Operational Support:

• Collaborate daily with Operations Management, Construction Managers, Project Managers, Administrative personnel, and Finance staff.
• Provide excellent customer service to field employees regarding time reporting, payroll questions, and payroll submission requirements.
• Support implementation of improvements to payroll, reporting, and timekeeping processes.
• Maintain confidentiality of payroll and employee information.

Required:

• High school diploma or equivalent.
• Minimum of 2 years of administrative, payroll, accounting, finance, or timekeeping experience.
• Strong Microsoft Excel, Outlook, and Office Suite skills.
• Excellent organizational and time‑management abilities.
• Strong attention to detail with high levels of accuracy.
• Ability to prioritize multiple deadlines in a fast‑paced environment.
• Excellent verbal and written communication skills.
• Ability to maintain confidential information.

Preferred:

• Associate’s degree in Accounting, Finance, Business Administration, or related field.
• Experience supporting weekly payroll for a construction, telecommunications, utility, or field services organization.
• Experience with electronic timekeeping systems and payroll software.
• Experience with ERP, payroll, or workforce management systems.
• Knowledge of payroll processes and labor reporting.
• Working knowledge of job costing and labor coding principles.
• Strong analytical and problem‑solving skills.
• Ability to identify discrepancies and resolve issues independently.
• Strong customer service orientation when assisting field employees.
• Ability to collaborate effectively across multiple departments.
• Ability to work independently while meeting critical payroll deadlines.

• Primarily office‑based work with extended periods of sitting and computer use.
• Occasionally lift up to 20 pounds.
• Ability to communicate effectively by phone, email, and in person.

• Exceptional accuracy and attention to detail.
• Strong sense of urgency around payroll deadlines.
• Professional communication with employees at all organizational levels.
• Ability to build…