Accounts Receivable/Payroll Specialist

Job Title: Construction Accounts Receivable & Payroll Administrator

Location: New York City Metropolitan Area (On-Site)

Compensation: $55,000 – $60,000 / year

About the Company

Our client is an established, fast-growing New York City construction firm with a robust pipeline of local projects. Known for their operational excellence and strong team culture, they are seeking a dedicated professional to anchor their back-office financial operations.

About the Role

We are looking for an experienced Construction Accounts Receivable & Payroll Administrator to manage the critical balance between project revenue collection and field team compensation. This is not a generic bookkeeping role; it requires a sharp professional who understands the unique mechanics of New York City construction billing cycles, subcontractor documentation, and weekly trade payroll.

Prior experience in a construction or contracting office environment is heavily preferred. If you are a detail-driven financial professional looking for a stable role where your construction industry expertise is valued, we want to hear from you.

Key Responsibilities

Accounts Receivable & Project Progress Billing

• AIA & Progress Invoicing: Independently prepare, format, and distribute complex project invoices, AIA-style monthly progress billings, and Time & Material (T&M) billings based on percentages of completion and specific contract milestones.
• Subcontractor & Project Compliance: Manage, track, and organize crucial project compliance folders—ensuring fully executed/signed subcontracts, conditional/unconditional lien waivers, release forms, and active Certificates of Insurance (COIs) are secured.
• A/R Aging & Collections: Monitor accounts receivable aging reports and conduct proactive, professional outreach to clients and owners to ensure steady cash flow and timely payments.
• Discrepancy Resolution: Partner directly with project managers, estimators, and client billing departments to investigate and resolve any invoicing errors or allocation discrepancies.

Payroll Administration & Labor Compliance

• Timecard Verification: Collect, review, and audit weekly paper and digital timesheets submitted by field crews and office staff, ensuring hours are correctly allocated to specific cost codes and jobs.
• Weekly Payroll Processing: Input verified hours, overtime data, and standard deductions directly into the payroll system to maintain an accurate, error-free weekly pay cycle.
• Certified Payroll & Audit Support: Assist in compiling and submitting compliance data for certified payroll reports, union benefit fund reporting, and worker's compensation audits.
• Onboarding & Employee Point-of-Contact: Facilitate new hire setups in the payroll system (W-4/I-9 and direct deposit processing) and serve as the trusted primary contact for field staff regarding pay stubs and time tracking.
• Data Privacy: Maintain absolute discretion and security over all sensitive corporate financial records and employee personnel data.

What We Are Looking For (Qualifications)

• Industry Experience: 2+ years of hands-on experience specializing in construction accounts receivable, payroll, or dedicated project bookkeeping.
• Construction Acumen: Solid familiarity with construction billing workflows, subcontractor compliance tracking, and an understanding of how a commercial or residential contractor's office functions.
• Technical Software Skills: Intermediate to advanced proficiency in Microsoft Excel (data sorting, formulas). Direct hands-on experience navigating Sage 100 or specialized construction ERP platforms is a massive advantage.
• Precision & Detail: An exceptional eye for auditing math, catching missing supervisor signatures, and identifying mismatched compliance paperwork before data entry.
• Communication: Highly professional written and verbal communication skills for maintaining collaborative relationships with project supers, field crews, and corporate clients.

Compensation & Benefits Package

• Salary: $55,000 – $60,000 per year (Aligned with the competitive NYC market)
• Benefits: Health insurance options
• Time Off: Paid Time Off (PTO) package and paid company holidays
• Professional Growth: Direct mentorship and hands-on exposure to specialized construction finance workflows.