Payroll Administrative Professional

This role is a central support role responsible for timesheet administration, invoicing, accounts payable, travel logistics, expense management, customer and vendor setup, financial reporting support, and general office administration. This position works closely with operations managers, field personnel, customers, vendors, and accounting personnel to ensure accurate billing, timely payment processing, efficient travel coordination, and effective administrative support.
Essential Duties and ResponsibilitiesTimesheet Administration
Ensure labor records are maintained accurately for billing and reporting.
Invoicing and Billing
Gather and organize work tickets, service reports, and supporting documentation for customer invoicing.
Create and maintain job work folders and billing records.
Parts and materials
Per diem
Other travel-related costs

Prepare sales orders and customer billing packages.
Ensure customer-specific pricing, rates, and markups are applied correctly.
Compile backup documentation according to customer requirements.
Coordinate purchase order approvals and billing authorizations.
Apply taxes to invoices where required.
Monitor outstanding accounts and communicate with customers regarding past-due balances.
Support specialized invoicing processes for key customer accounts and contract-specific billing requirements.
Accounts Payable
Monitor accounts payable communications and vendor correspondence.
Enter approved invoices into accounting software.
Assign appropriate general ledger coding for expenses.
Maintain digital records of invoices and supporting documentation.
Assist with payment prioritization and weekly accounts payable reviews.
Travel and Logistics Coordination
Coordinate employee travel arrangements, including:
Air travel
Provide support for travel-related issues and schedule changes.
Ensure travel expenses are properly allocated to jobs and customer billings when applicable.
Expense Administration
Verify compliance with company expense policies.
Obtain management approvals for reimbursement requests.
Compile approved expenses for payroll or reimbursement processing.
Office Administration
Manage office supply inventory and reorder materials as needed.
Coordinate procurement of office and facility supplies.
Maintain organized filing systems for operational and financial records.
Archive completed job files according to retention procedures.
Assist with company credit card administration, including:
Receipt collection
Expense coding and documentation

Accounting System Administration
Maintain customer, vendor, and job records within the accounting system.
Process customer and vendor setup documentation.
Coordinate completion of vendor applications and onboarding requirements.
Ensure data accuracy within accounting and operational databases.
Generate reports and operational data as requested by management.

Financial Reporting Support
Assist with weekly financial reporting and forecasting activities.
Track invoicing activity and accounts payable trends.
Compile financial data for management review.
Support analysis of project costs and operational expenditures.
Serve as a liaison between field personnel, management, accounting, customers, and vendors.
Provide administrative support for fuel card management and distribution.
Assist employees with administrative and logistical inquiries.
Support operational initiatives and special projects as assigned.
Associate degree in Business Administration, Accounting, Finance, or related field preferred; Minimum 3-5 years of experience in accounting, billing, operations support, or administrative coordination.
Experience with accounts payable, invoicing, and financial recordkeeping.
Strong proficiency with Microsoft Office Suite, particularly Excel.
Experience with accounting and ERP software systems.
Experience supporting field service, construction, industrial, manufacturing, or energy operations.
Knowledge of payroll, expense management, and job-cost accounting.
Experience coordinating employee travel and logistics.
Familiarity with customer contract billing requirements and purchase order processes.
Organization and Planning
Customer Service
Financial Acumen