Administrative Coordinator - Accounting

Administrative Coordinator

The Administrative Coordinator supports payroll processing, payroll tax compliance, reporting, and regulatory filings. This role serves as a liaison between Payroll, Human Resources, Accounting, and our Licensing teams to ensure accurate payroll administration and compliance. The position also provides coding support to Accounts Payable.

Essential Duties and Responsibilities

• Process accurate and timely semi-monthly payroll for employees across multiple states and jurisdictions
• Review and audit payroll data, including timekeeping records, hours worked, overtime, bonuses, commissions, deductions and other payroll-related changes
• Partner with HR, Accounting and managers to resolve payroll discrepancies and respond to payroll inquiries
• Prepare payroll reports and assist with payroll-related reconciliations and/or audits
• Perform other HR and payroll-related duties and special projects assigned
• Prepare and support payroll tax filings, reconciliations, and compliance reporting
• Manage unemployment claims, wage reporting, and responses to state agencies
• Monitor Agency notices, filing requirements, renewals and regulatory changes, and prepare and submit required documentation for each
• Serve as a liaison between Payroll, Human Resources, and Licensing to ensure accurate employee and payroll reporting and filings
• Provide coding and administrative support for Accounts Payable activities
• Support licensing and regulatory filings by gathering and preparing required reports and documentation
• Maintain confidentiality of sensitive employee and company information

Qualifications

• Experience with payroll systems and multi-state payroll processes is a plus
• Proficient with MS Office, specifically strong Excel skills
• Excellent attention to detail, organization, and time management skills
• Strong written and verbal communication skills
• Ability to manage multiple deadlines and work collaboratively across departments
• Proactive problem solver who thinks creatively and takes initiative

Physical Requirements

• The work environment is indoors in a typical office setting. The noise level in the work environment is usually moderate. While performing the duties of this job, the employee is regularly required to sit, type, handle office and/or field equipment, speak and hear. The employee may occasionally be required to stand, walk, balance, kneel or crouch. The employee may be required to travel independently and lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision and the ability to focus.

Employee Benefits & Perks

AEI Consultants offers all full-time employees an outstanding, extensive benefits package, which among other benefits includes medical, dental, and vision benefits, paid time off and sick leave, life insurance, short-term and long-term disability insurance, 401K, complimentary use of AEI's condo at Donner Lake in Truckee, CA, an Employee Referral Bonus Program, and Commuter Tax and Dependent Care Benefits.

Company Culture

One of the primary reasons that our employees enjoy working at AEI is our positive company culture. We offer a collaborative, flexible and inclusive work environment where employees have the opportunity to engage in meaningful work, make a positive impact on our clients and communities, and are encouraged to carve out a career path within the organization that best aligns with their interests and goals. We greatly value the contributions of our team members and prioritize employee wellness, safety, flexibility and work/life balance.

Overview

AEI Consultants is an employee-owned consulting firm that provides comprehensive services to commercial lenders, property owners, managers, tenants, and developers, industries, institutions, government agencies, and insurers, including many Fortune 500 companies. These services include environmental, property and facility assessments, zoning and energy consulting, site investigation and remediation, industrial hygiene, land surveying, valuation, and construction risk management. AEI specializes in identifying potential risks and crafting solutions through Environmental and Building Evaluation Consulting, Construction Services, Site Investigation and Remediation expertise. AEI Consultants is known for being reliable, responsive and resourceful. Founded in 1992, AEI is based in the San Francisco Bay area and has offices strategically located throughout the United States.

AEI Consultants values diversity and is committed to fostering an inclusive environment for our employees and community. We encourage all applicants who are excited about this opportunity and share our career goals to apply, even if they don't meet every requirement. We are proud to offer equal employment opportunities, prohibiting discrimination and harassment based on various protected characteristics defined by law. This policy applies to all aspects of employment. At AEI Consultants, we believe that a diverse team is essential for our success, and we strive to attract, develop, and retain talented individuals from diverse backgrounds.