Payroll and Accounts Payable Administrator

Job Title

Payroll, HR & AP Administrator / Full Charge Bookkeeper

CFO

• Payroll Administration
  • Multi‑state payroll administration (40‑60 employees), processing, and auditing using Evolution Software; outsource payroll through Payroll Experts.
  • Quarterly tax filing reconciliations after completion by the outsourcing company.
  • Set up out‑of‑state worker tax structures for business license, with holdings, and unemployment insurance.
  • Coordinate the Worker’s Compensation Insurance plan, renewals, and annual audits.
• Accounts Payable
  • Full‑cycle AP coding, processing, and check issuance; internal audit to ensure backup documentation in sub‑ledgers (≈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 retain source documentation for accounting and operational transactions; maintain soft‑ and hard‑copy records.
  • Review contracts for accounting adherence and ensure proper documentation.
  • Update, verify, and validate business expense schedules (insurance, legal, leases, services, etc.).
  • Assist in creating and revising accounting policies and procedures related to AP/expense management.
  • Maintain Dun & Bradstreet credit report to ensure desirable ratings.
  • Serve as backup and support for other accounting functions as needed.
  • Assist with business insurance renewals (Crime, GL, E&O, D&O, EPL, P&C, etc.).
  • Track and maintain fixed‑asset activity, schedules, policy, and conduct semi‑annual physical inventory.
• Human Resources Administration
  • Employee onboarding and offboarding administration.
  • Maintain employee records (soft and hard copies).
  • Coordinate benefit portal updates when employees become or lose eligibility; manage annual open enrollment.
• General Administration
  • Minimal facilities administration – office supplies and liaison with property manager for repairs.
  • Coordinate employee events, meals, and meetings.
• Other accounting, administrative or business duties as assigned.
• No supervision of personnel.

• Associate degree in Accounting (preferred) or equivalent professional on‑the‑job experience.
• Bachelor’s degree in Accounting is a plus.
• 7+ years of relevant, proven work experience in a corporate environment in a similar role.
• Knowledge of Quick Books and Evolution Payroll Software is a big plus.
• Intermediate proficiency in MS Word, MS Outlook; intermediate/advanced in Excel.
• Strong analytical and judgment skills.
• Effective communication with manager, peers, and business staff regarding work processes.
• Assertive, professional, 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 products, and follow through.
• Ability to manage multiple projects simultaneously in a deadline‑driven environment.
• Comfortable working in a fast‑paced, constantly changing entrepreneurial environment.

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 averages over 20 years of direct industry experience and we pride ourselves on quality and performance.

Real Time Companies seeks an individual who will thrive in a small entrepreneurial setting. The role requires versatility, strong self‑direction, and the ability to handle multiple tasks and projects simultaneously. Key responsibilities encompass Payroll, Accounts Payable, Human Resources Administration, and general office administration. The successful candidate will serve as a critical team member, working closely with the CFO/COO to ensure timely, efficient delivery of these functions.

We offer a small, highly productive, collaborative team environment. Employees enjoy two weeks of paid time off, eight holidays, Health/Dental/Vision benefits, a 401(k) plan, and a professional office setting with casual attire. The company values high standards, accountability, and minimal micromanagement.

To qualify for all positions with Real Time Companies, applicants must be legally authorized to work in the United States and do not require or seek sponsorship for employment visa status. Certain positions involving work with government entities may have additional security or citizenship requirements. An Equal Opportunity Employer M/F/D/V.