Onsite Payroll Administrator

Job Title:

Onsite Payroll Administrator

MUST HAVE Qualifications

+ 6+ months of payroll experience OR job site experience

+ union knowledge HIGHLY preferred

+ Experience using ERP systems such as TRACK, Vista, or similar platforms is a strong plus.

+ Prior administrative support experience in construction or field-based environments is beneficial.

+ Effective written and verbal communication skills for interacting with site teams, clients, and home office personnel.

Job Description

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.

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.

Job Type & Location

This is a Contract to Hire position based out of Manteno, IL.

Pay and Benefits

The pay range for this position is $23.00 - $25.00/hr.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following:

- Medical, dental & vision
- Critical Illness, Accident, and Hospital - 401(k) Retirement Plan
- Pre-tax and Roth post-tax contributions available
- Life Insurance (Voluntary Life & AD&D for the employee and dependents) - Short and long-term disability
- Health Spending Account (HSA) - Transportation benefits
- Employee Assistance Program
- Time Off/Leave (PTO, Vacation or Sick Leave)

Workplace Type

This is a fully onsite position in Manteno,IL.

Final date to receive applications

This position is anticipated to close on Jul 30, 2026.

About Aston Carter

Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence.

With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a Clearly Rated Best of Staffing® Platinum Award winner for both client and talent service.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email astoncarter (%20astoncarter)  for other accommodation options.

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