Payroll and Accounts Payable Administrator

Payroll and Accounts Payable Administrator

Real Time Consulting LLC (RTC) is seeking a Payroll and Accounts Payable Administrator to work directly with the CFO/COO. The role includes payroll (multi‑state), accounts payable, human resources administration, and general office administration. The position is full‑time and mid‑senior level.

Reports to:

CFO

• Payroll Administration
  • Multi‑state payroll administration (40–60 employees); processing and auditing using Evolution Payroll Software; outsource payroll via Payroll Experts.
  • Quarterly tax filings reconciliations after the provider completes them.
  • Set up out‑of‑state worker tax structures for business license, with holdings, UI.
  • Coordinate the worker’s compensation insurance plan; renewals; annual audits.
• Accounts Payable
  • Full‑cycle AP coding, processing, check issuance; internal audit to ensure proper backup documentation (≈10 checks per week).
  • Benefits participant administration and bill reconciliation.
  • Investigate and resolve discrepancies in expense accounts under tight deadlines.
  • Vendor relations and service contract renewals.
  • File and maintain source documentation in soft and hard copies.
  • Review contracts for accounting adherence.
  • Update and validate business expense schedules (insurance, legal, leases, services, etc.).
  • Assist with the creation and changes of accounting policies and procedures related to AP/expense management.
  • Manage the Dun & Bradstreet credit report to maintain desirable ratings.
  • Serve as backup for other accounting functions.
  • Assist with business insurance renewals (Crime, GL, E&O, D&O, EPL, P&C, etc.).
  • Track and maintain fixed‑asset activity, schedules, policy, and perform semi‑annual physical inventory.
• Human Resources Administration
  • Employee onboarding/offboarding administration.
  • Record keeping of employee files (soft and hard copies).
  • Coordinate and update benefit portals; manage eligibility changes and annual open enrollment.
• General Administration
  • Minimal facilities administration – office supplies, communication with property manager.
  • Coordinating employee events, meals, meetings.
  • Other accounting, administrative or business duties as assigned.

• Associate degree in accounting preferred; bachelor’s degree a plus.
• 7+ years of relevant experience in a corporate environment in a similar role.
• Knowledge of Quick Books a big plus; experience with Evolution Payroll Software a big plus.
• Intermediate proficiency in MS Word and Outlook; intermediate/advanced experience with Excel.
• Strong analytical and judgment skills.
• Excellent communication with managers, peers, and business staff.
• Firm, professional, with strong follow‑up ability; independent initiative.
• Strong attention to detail, high accuracy, organizational and time‑management skills.
• Professional verbal, written, and interpersonal communication; customer‑service focus.
• Ability to work with minimal guidance and take ownership of work product; initiative.
• Ability to handle multiple projects simultaneously in a deadline‑driven environment.
• Comfortable working in a fast‑paced, entrepreneurial environment.

Real Time Companies, LLC is the parent company to multiple entities, with Real Time Consulting as its current focus. We specialize in providing experienced engineering services to several large aviation companies since 1997. Our engineering staff has an average of over 20 years of direct industry experience.

This role is ideal for someone who enjoys juggling multiple projects and responsibilities, possesses high integrity, reliability, and accuracy, and is self‑directed. You will operate as the right hand of the CFO/COO, ensuring seamless operation of payroll, accounts payable, human resources, and general office administration. The team is small, highly productive, and collaborative, with minimal socializing outside of group events.

2 weeks PTO, 8 holidays, Health/Dental/Vision benefits, 401(k) plan, and a professional office environment with casual attire. No micro‑management.

To qualify for all positions with Real Time Companies, applicants must be legally authorized to work in the United States and should not require sponsorship for employment visa status. Real Time Companies does not sponsor employment‑based visas. Certain positions involving government entities may have stricter citizenship requirements. An Equal Opportunity Employer M/F/D/V.

Mid‑Senior level

Full‑time

Accounting/Auditing and Finance

Software Development