Payroll & Accounting Coordinator

Job Description

Job Description

Job Posting: Payroll & Accounting Coordinator

Industry: Oil & Gas / Construction
Department: Accounting & Finance
Reports To: Controller / Accounting Manager
Employment Type: Full-Time
Location: Granbury, Tx
Compensation: Competitive, based on experience

Position Summary

At Xccelerated Construction Unlimited, we are seeking a highly organized, detail-oriented Payroll & Accounting Coordinator to support payroll processing and daily accounting operations for our oil and gas and construction activities. This position plays an important role in ensuring accurate and timely payroll for field and office employees, maintaining job cost records, processing vendor and subcontractor invoices, and supporting financial reporting.

The ideal candidate will have experience working in a construction, oilfield services, or industrial environment and understand the importance of accurate labor reporting, job costing, expense tracking, and meeting strict payroll and accounting deadlines.

Essential Duties and Responsibilities

Payroll & Timekeeping

• Process weekly payroll for field personnel, drivers, equipment operators, and office staff.
• Review and verify employee timesheets, electronic time entries, daily field tickets, and supervisor-approved hours.
• Ensure accurate recording of regular hours, overtime, per-dem, travel time, bonuses, and other applicable pay items.
• Allocate labor hours and labor costs to the appropriate jobs, projects, work orders, cost codes, and departments.
• Verifies deductions, reimbursements, and payroll changes.
• Reconcile payroll reports and payroll-related general ledger accounts.
• Assist with payroll tax reporting, quarterly filings, year-end processing, and W-2 preparation.
• Respond to employee and supervisor questions regarding payroll, timekeeping, and pay discrepancies.
• Maintain strict confidentiality of payroll and employee information.

Accounting & Job Costing

• Process vendor invoices, purchase orders, receipts, and payment requests.
• Verify invoices against purchase orders, field tickets, delivery tickets, work orders, and approvals.
• Code expenses accurately to the appropriate general ledger accounts, jobs, projects, and cost codes.
• Assist with subcontractor invoice processing, payment tracking, and supporting documentation.
• Maintain accurate accounts payable and accounts receivable records.
• Reconcile credit cards and vendor statements.
• Assist with month-end and year-end closing, including job cost reviews and expense accruals.
• Track job-related expenses, labor costs, equipment costs, and other project expenditures.
• Research and resolve discrepancies between invoices, timecards, field tickets, and accounting records.
• Assist with financial reporting, audits, and documentation requests from management or external accountants.
• Filing and administrative support
• Traveling will be essential

Oilfield & Construction Administration

• Maintain organized records for jobs, projects, work orders, purchase orders, and field service documentation.
• Coordinate with field supervisors, project managers, operations personnel, vendors, and subcontractors to obtain missing or corrected documentation.
• Assist in monitoring job cost accuracy and identifying unusual labor or expense variances.
• Support customer billing requirements, including required field tickets, backup documentation, and approval records.
• Help ensure accounting and payroll documentation meets company policies, customer requirements, and applicable regulatory obligations.
• Assist with maintaining current vendor and subcontractor records and required payment documentation.

Qualifications

• 5 years or more of payroll and accounting experience is preferred.
• Knowledge of payroll processing, timekeeping, accounts payable, and general accounting procedures.
• Understanding of job costing, labor allocation, cost codes, and project-based accounting preferred.
• Familiarity with overtime calculations, payroll deductions, and applicable federal and state payroll requirements.
• Experience reviewing field tickets, work orders, purchase orders, or subcontractor invoices is a plus.
• Proficiency in Microsoft Excel and accounting or payroll software.
• Strong organizational skills and exceptional attention to detail.
• Ability to manage competing priorities and meet weekly payroll and accounting deadlines.
• Strong communication and problem-solving skills.
• Ability to handle sensitive financial and employee information with discretion.

Preferred Experience

• Experience with QuickBooks, Sage, Foundation, Viewpoint, ADP, Paychex, or similar systems.
• Experience of weekly payroll for field employees.
• Familiarity with construction job costing and project expense tracking.
• Experience with certified payroll or prevailing wage reporting, when applicable.
• Familiarity with subcontractor compliance documentation and customer billing requirements.
• Experience supporting audits and month-end financial reporting.

Key Performance Expectations

• Payroll is processed accurately and on schedule.
• Employee hours and labor costs are assigned to the correct jobs and cost codes.
• Vendor invoices and subcontractor payments are processed with appropriate approvals and documentation.
• Accounting records and reconciliations are maintained accurately.
• Missing documentation and discrepancies are identified and resolved promptly.
• Payroll and financial information remains confidential and well organized.

Work Environment

This position primarily works in an office setting and regularly communicates with field personnel, operations teams, project managers, vendors, and subcontractors. This role requires the ability to work independently, manage recurring deadlines, and maintain accuracy in a fast-paced oilfield and construction environment.

Compensation & Benefits

• Competitive pay based on qualifications and experience.
• Paid time off and holidays.
• Health, dental, and vision insurance