AR/ Payroll Specialist

Description


As AR/Payroll Specialist , you will ensure that all phases of the assigned accounts receivable processes are completed accurately and within the time constraints of the monthly accounting closing schedule. In addition, you will ensure our people are paid accurately and on time while also being available to assist with questions from internal customers. You'll be a trusted point of contact for routine invoice questions, known for your discretion, responsiveness, and follow-through. You will also be a key player in helping implement a new integrated software system. This work is done in accordance with oral and written directions/instructions from the Controller. The ideal candidate is organized, analytical, and comfortable working in a fast-paced environment. This role is based in the office with no opportunity for remote or work from home.

Accounts Receivable

• Create new customers in Sage
• Maintain and distribute open job list.
• Link customers in Dataforma and Sage
• Enter service call information in Dataforma for Service Manager as requested.
• Create service invoices daily using Dataforma and Sage.
• Create AIA invoices for jobs monthly.
• Maintain invoice records in accounting files and in Sage.
• Send invoices to customers.
• Process and enter all billings daily including FOB onsite sales.
• Process all lien waiver requests ensuring accuracy and all signatures are obtained.
• Record service invoice payments in Dataforma.
• Print/e-mail open AR reports by Friday to President, Vice President and Controller.
• After payroll each week, create and send all intercompany billings to charge costs appropriately to other companies.
• Create new jobs in Procore and Sage including Schedule of Values.
• Process credit card payments.
• Own the collections process including
• Review of AR Aging file weekly
• Contacting customers
• Resolving issues causing non-payment in a timely manner by working with Project Managers when needed and Controller
• Close jobs in Procore and Sage when work is complete and all invoices are paid.

Payroll

• Work with HR to enter new employees into Exaktime and Sage payroll including bank direct deposit.
• Add new jobs and cost codes in Exaktime.
• Close jobs in Exaktime.
• Review and approve timecards and make time corrections as needed in Exaktime after superintendent and Project Manager approval.
• Ensure timecard compliance with state and federal law.
• Process payroll weekly and bi-weekly for 75+ associates (construction labor, salaried).
• Reconcile payroll weekly to general ledger accounts. Ensure balance sheet accounts are for taxes and deductions are compared to payments to vendors.
• Review timesheets for accuracy to ensure compliant with state and federal law.
• Notify superintendent and Project Managers by email for employee call outs and not clocked in daily.
• Ensure monthly, quarterly and year end state and federal tax payments and reports are completed by the deadlines.
• Maintain PTO (Paid Time Off) schedules
• Reconcile payroll weekly to general ledger
• When an employee leaves, work with HR to get last day worked and with Warehouse Manager to confirm all equipment has been returned before issuing final paycheck. Remove employee from Exaktime, update Sage, and after last paycheck remove from bank direct deposit.
• Update employee records for any approved Employee Benefit changes, adjustments including 401k loans, child support and garnishments.
• Ensure reports and payments are made on time to appropriate offices for 401k loans, child support and garnishments.
• Download payroll reports from Sage and 401k website to maintain records for each payroll period.
• Issue monthly labor hour reports to Project Managers.
• Manage Certified Payroll reporting.
• Issue and manage W-2s, 1095s, and PCORI filing.
• Assist with 401k, unemployment and work comp audits.

Other Duties

• Assist with year end close. Produce reports as needed for accountants.
• Organize and keep in an orderly fashion all accounting related items in vault.
• Move and/or destroy all accounting files as per retention requirements.
• Backup to answer incoming calls.
• Any other duties as assigned by management.

EOE

This position is currently accepting applications.