Payroll and Accounts Payable Administrator

JOB TITLE:

Payroll, HR & AP Administrator / Full Charge Bookkeeper

REPORTS TO: CFO

• PAYROLL ADMINISTRATION:
  • Multi-state payroll administration (40-60 employees), processing, auditing using Evolution Software (Payroll Experts as outsource company); presence in less than 10 states.
  • Quarterly tax filing reconciliations after the PR company completes them.
  • Out-of-state worker tax structure set up for business license, with holdings, UI.
  • Coordinate the Worker’s Compensation Insurance plan; renewals; annual audits.
• ACCOUNTS PAYABLE:
  • Responsible for full-cycle AP coding/processing/check issuance and internal audit to ensure appropriate backup documentation in sub-ledgers (about 10 checks per week).
  • Benefits participant administration and bill reconciliation.
  • Investigate and resolve discrepancies in all expense accounts under tight deadlines.
  • Vendor relations and service contract renewals.
  • Review and retain necessary source documentation for accounting and operational financial transactions; file all documents in soft and hard copy folders.
  • Review contracts for accounting adherence and ensure proper documentation is received and organized.
  • Update, verify, and validate business expense schedules (insurance, legal, leases, services, etc.).
  • Assist with creation and needed changes of accounting policies and procedures related to AP/expenditure management.
  • Account management of the Dun & Bradstreet credit report to maintain desirable ratings.
  • Serve as backup and support to any other needed accounting-related 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 on/offboarding administration.
  • Employee record keeping (soft and hard copy).
  • Coordinate and update benefit portals when employees become or lose eligibility and handle annual open enrollment.
• GENERAL ADMINISTRATION:
  • Facilities administration (minimal) – office supplies maintenance, correspondence with property manager for repairs, etc.
  • Coordinating employee events, meals, meetings.
• Other accounting, administrative, or business duties as assigned.
• No supervision of personnel.

• Associate degree in Accounting preferred or equivalent professional experience.
• Bachelor’s degree in Accounting an added advantage.
• 7+ years of relevant and proven work experience in a corporate environment in a similar role.
• Knowledge of Quick Books a big plus; knowledge of Evolution Payroll Software a big plus.
• Intermediate proficiency with MS Word and MS Outlook.
• Intermediate to advanced experience with Excel.
• Strong analytical and judgment skills.
• Effective communication with manager, peers, and business staff regarding work processes.
• Firm, professional demeanor with strong follow-up ability with management, clients, and vendors.
• Strong attention to detail, high accuracy, organizational and time-management skills.
• Professional verbal, written, and interpersonal communication with a customer‑service focus.
• Ability to work with minimal guidance, take ownership of work product, and follow through; initiative.
• Ability to handle multiple projects simultaneously in a deadline‑driven environment.
• Ability to work in a fast‑paced, constantly changing entrepreneurial environment without losing composure.

Real Time Companies, LLC is the parent company to multiple entities, of which Real Time Consulting is the current focus, specializing in providing experienced engineering services to several large aviation companies since 1997. Our engineering staff has an average of 20+ years of direct industry experience and we pride ourselves on both the quality and performance of our staff.

Real Time Companies is searching for an individual who will succeed in a small entrepreneurial environment. You must like wearing multiple hats in a diverse position, be extremely good at working on multiple tasks/projects at the same time, and be self-directed. You will have the opportunity to learn and work in a collaborative fast‑paced business. You will take ownership of your areas of responsibility –…