Office Admin & Support/Assistant PM/ Accounts, Payroll

Job Description

Job Description

Run the Office. Support the Projects. Own the People Function.

TCS Northwest is a performance-driven construction company operating in SW Montana. We build with purpose, run organized job sites, and hold ourselves to clear standards. As we grow, we need an organized, detail-oriented professional to serve as the operational backbone of our office — supporting project managers, managing accounts and payroll, and owning our HR and hiring functions.

This is not a narrow administrative role. You will touch every part of the business — project documentation, certified payroll, AIA billing, assist with employee onboarding, and recruiting. If you thrive in structured environments, take pride in clean records and timely follow-through, and want to grow with a company that invests in systems and people, this is your role.

Compensation & Benefits

Base Salary

$50,000 – $60,000 DOE

Annual Performance Bonus

Up to $3,000 (discretionary, GM assessment)

Health Insurance

Company-paid medical, dental & vision — employee + family

Simple IRA

100% employer match on first 3% of salary

Paid Time Off

Accrues immediately; up to 60hrs (yr 1), 120hrs (yr 2+)

Benefits Eligibility

Full benefits after 60 days

Performance is reviewed annually. Market adjustments may be made at any time if conditions warrant.

What You’ll Do

Your responsibilities are evenly distributed across four functions:

Project Administration (PM Support)

•     Maintain RFI, submittal, and change order logs for all active projects

•     Prepare and distribute meeting minutes within 24 hours of every project meeting

•     Assemble and coordinate AIA Applications for Payment, track owner approvals

•     Maintain certified payroll compliance files for all public works projects

•     Track and manage subcontractor and supplier insurance certificates, flag expirations

•     Support project closeout: punch lists, O&M manuals, as-built documentation

Accounts & Financial Administration

•     Process purchase orders and packing slips; route to Finance Manager for approval

•     Track and organize vendor invoices, coordinate payment follow-up

•     Maintain organized accounts files and support month-end documentation

•     Coordinate prevailing wage posting requirements at public works jobsites

Payroll Administration

•     Enter payroll data accurately and on schedule each pay period

•     Coordinate certified payroll reports (CPRs) from subcontractors on prevailing wage jobs

•     Maintain OSHA 300 log and prepare annual OSHA 300A summary

•     Ensure non-exempt time tracking compliance and flag issues to the GM

Human Resources & Hiring

•     Assist in the full hiring process: post positions, screen applicants, schedule interviews, manage background checks and I-9 verification

•     Lead employee onboarding: distribute handbook, collect acknowledgements, set up payroll and benefits enrollment

•     Maintain all employee personnel files in compliance with Montana WDEA requirements

•     Serve as first point of contact for employee HR questions

•     Coordinate the annual performance review calendar with the GM

What Success Looks Like

•     Project logs are current, complete, and submitted on time — every time

•     AIA billings go out on schedule with no errors requiring rework

•     Payroll is processed accurately and on time, every pay period

•     New hires are fully onboarded within their first week

•     HR files are audit-ready at all times

•     The GM and Project Managers can focus on execution because the office runs without them

What We’re Looking For

•     2–5 years of experience in construction administration, project coordination, HR, or office management — ideally in a construction or trade environment

•     Familiarity with AIA billing, certified payroll, or construction document control is a strong plus

•     Working knowledge of Montana employment law fundamentals (WDEA, Prevailing Wage, OSHA recordkeeping)

•     Proficient in Microsoft Office (Word, Excel, Outlook); experience with Procore, Buildertrend, or similar software preferred

•     Organized, self-directed, and detail-oriented — you follow through and don’t let things slip

•     Professional written and verbal communication — comfortable corresponding with owners, subcontractors, and regulatory contacts

•     Calm under pressure, comfortable managing multiple priorities, and committed to accuracy

What We Offer

•     A structured, systems-driven work environment with clear expectations and documented processes

•     Real responsibility from day one — this is not a shadow role

•     Competitive compensation with performance upside

•     Full benefits package including company-paid health, dental, and vision

•     A team that values precision, professionalism, and continuous improvement

•     Clear career pathway: APM → Project Manager or Office Manager track as the company grows

Ready to bring order to a growing construction company?

Send your resume and a brief introduction to View email address on ziprecruiter.com .

TCS Northwest LLC • Hall, Montana • Equal Opportunity Employer