AP, Payroll & HR Admin Specialist | Construction

Our client is looking for an AP, Payroll & HR Admin Specialist who will own the day-to-day A/P, procurement, payroll processing in QuickBooks Desktop Payroll, certified payroll, and union reporting. This role will also be responsible for keeping vendor bills current, Ramp tight, and payroll/benefits compliant and on time.

Accounts Payable & Procurement

• Enter/verify vendor bills in QuickBooks Desktop; 2-/3-way match to POs/receipts.
• Manage Ramp (card issuance/limits, expense reviews, receipt compliance, reimbursements, Bill Pay).
• Maintain vendor files (W-9s, COI expirations, ACH details) and resolve statement variances.
• Prepare weekly A/P aging; recommend payment runs.

Payroll (QuickBooks Desktop Payroll) & HR Administration

• Run payroll inside QBD Payroll (hourly/salaried): collect/validate timesheets, overtime/differentials, garnishments, PTO.
• Maintain payroll items (earnings, fringes, deductions, taxes), employee profiles, and job/class mappings.
• Pay liabilities & e-file/e-pay federal/state/local taxes; prepare quarterlies (941/940, state) and annual W-2/W-3.
• Reconcile payroll registers to GL; post payroll and benefit/tax entries and accruals.
• Coordinate onboarding (checklists, I-9/W-4 completion with US team) and maintain HR files.

Certified Payroll & Union Reporting

• Prepare WH-347 and state/prevailing-wage reports using QBD time/payroll data; upload to required portals.
• Compile/file union fringe and dues remittances; maintain rate tables by craft/job; track apprenticeship/training.
• Ensure correct job classifications and fringe allocations.

Reconciliations & Support

• Vendor, credit card, bank reconciliations; research/clear old items.
• Maintain document control in Drive (invoices, receipts, payroll backup).
• Support month-end with clean subledgers and audit-ready backups.

Systems: QuickBooks Desktop (with Payroll – Enhanced/Assisted), Ramp, Microsoft Excel/Google Sheets

Success in 30/60/90 Days

• 30: Trained on client’s cycles; A/P aging accurate weekly; first payroll run completed in QBDP.
• 60: Owns certified payroll/union remittances end-to-end; zero late/return items.
• 90: A/P, payroll, and compliance are proactive; reconciliations month-end ready within 3 business days.

Requirements

Must-Have Qualifications

• 2–4+ years in construction or field-service accounting (offshore experience welcome).
• Hands-on with QuickBooks Desktop + QuickBooks Desktop Payroll and Ramp.
• Demonstrated certified payroll & union reporting experience (Davis-Bacon/prevailing wage).
• Solid Excel/Sheets (XLOOKUP, SUMIFS, Pivot Tables); strong reconciliation skills.
• Clear written/spoken English; US Eastern time overlap.

Nice-to-Haves

• AIA progress billing exposure (G702/G703) and job-cost coding familiarity.
• Experience with LCPtracker/eMars or similar compliance portals.
• QuickBooks Time (TSheets) familiarity.

Working Style & Requirements

• Schedule: Overlap: Minimum 4 hours during 9-5 ET; responsive on Slack/Email.
• Security: Reliable internet, private workspace, 2FA; payroll/PII confidentiality.
• Documentation: Maintain SOPs/checklists; audit-ready backups in shared drive.
• Culture: Proactive, detail-obsessed, comfortable in a fast, hands-on environment.

Benefits

• Client Relationship : You will be directly working with the client. This means that you will communicate with the client, provide services, and address any client-related matters independently.
• Payments : All payments for your services will be handled by the client. Elevate and Delegate is not involved in processing your payroll. Your salary will directly go to you. 
• Vacation Leaves and Holidays : While we may have recommendations or guidelines regarding vacation leaves and holidays, the decision is entirely at the discretion of the client. You are expected to align your schedule with the client’s business needs and any specific policies or preferences they may have in this regard. 

Employment Type: Full-Time

Schedule: Minimum 4-hour overlap with 9:00–5:00 ET 

Salary: $1,300 - 1,400 per month

Application Process:

• As part of your application, you’ll be asked to record your responses to the initial interview questions through a Loom video (questions & instructions are in the application page).
• Our team will carefully review your submission, and if shortlisted, we’ll share your responses with the client for their review and next steps.
• Please treat this recording as you would a real interview:
• Come prepared and make sure you’re clearly visible on camera.
• Record your answers in a quiet, well-lit, and clutter-free space with a stable internet connection.
• We’re excited to get to know you better! Show us your personality and strengths. We encourage you to answer authentically and in your own words, without reading from a script or using AI tools.