Office Administrator (72017)

The Accounting Manager is responsible for overseeing the effective and efficient execution of accounting and financial operations ensuring all departmental tasks are completed accurately on time and in alignment with company standards. This role requires strong leadership attention to detail and the ability to manage workflows while supporting cross-functional teams.

Key Responsibilities

Payroll Management

• Oversee and review timekeeping for 300 employees within the WorkMax system ensuring accuracy and compliance
• Resolve complex payroll issues in collaboration with employees and internal teams
• Manage missing labor hour reporting (MLHR) and ensure timely processing
• Support employees with payroll-related inquiries reimbursements and system navigation
• Prepare and deliver weekly payroll adjustment datasets to shared services
• Coordinate payroll processing by providing required reports for Paycom
• Maintain duplicate payroll records in Computer Ease for accuracy and reconciliation
• Oversee distribution of live checks and payroll documentation
• Ensure accurate reporting and submission of workers compensation payroll data
• Approve and manage Personnel Action Forms (PAFs) within Paycom

Accounts Receivable Oversight

• Oversee payment application processes including deposits and reconciliation
• Ensure timely distribution of payment documentation to relevant stakeholders
• Collaborate with collections teams and shared services to resolve discrepancies and improve cash flow

Financial Systems & Data Integrity (NetSuite / Computer Ease)

• Manage and validate financial data across systems to ensure consistency and accuracy
• Oversee Work Breakdown Structure (WBS) updates and change order tracking
• Review and approve journal entries and month-end accruals
• Ensure alignment between NetSuite and Computer Ease data
• Support financial reporting and system integrity initiatives

Accounts Payable & Vendor Management (Oversight & Backup)

• Supervise invoice coding and routing processes ensuring proper job cost allocation
• Review vendor reconciliations and resolve discrepancies
• Oversee invoice intake and processing workflows
• Ensure proper handling of lien waivers and vendor compliance documentation
• Support vendor payment processes in coordination with shared services
• Partner with operations teams to resolve invoice and purchasing issues
• Oversee purchase order issuance tracking and updates
• Assist in establishing vendor credit accounts and maintaining vendor relationships
• Ensure compliance with business licensing requirements across municipalities

Leadership & Process Improvement

• Provide oversight and backup support for key accounting functions including AP and invoice processing
• Guide workflow prioritization and ensure deadlines are consistently met
• Identify opportunities for process improvements and increased efficiency
• Serve as a key liaison between accounting operations and shared services teams
• Exercise independent judgment in financial decision-making and issue resolution

Qualifications & Requirements

• Minimum of 4 years of accounting experience with exposure to full-cycle accounting functions
• Experience handling advanced accounting tasks such as month-end close accruals and journal entries
• Proven ability to manage workflows independently and deliver accurate results with minimal supervision
• Proficiency in Microsoft Office and collaboration tools (e.g. Teams)
• Experience with Paycom and NetSuite strongly preferred
• Bilingual in English and Spanish preferred

Skills & Competencies

• Strong leadership and organizational skills with exceptional attention to detail
• Excellent analytical and problem-solving abilities
• Effective verbal and written communication skills
• Strong interpersonal skills with the ability to collaborate across departments
• Ability to manage multiple priorities in a fast-paced environment
• Self-motivated with the ability to work both independently and as part of a team

Please note this job description is not designed to cover or contain a comprehensive listing of activities duties or responsibilities that are required of the employee for this job. Duties responsibilities and activities may change at any time with or without notice.