Payroll & Business Operations Specialist

The Payroll & Business Operations Specialist plays a vital role in supporting the financial, administrative, and operational functions of the company. This onsite position is responsible for processing payroll, managing accounts payable and accounts receivable activities, maintaining business records, and providing administrative support across multiple departments. The role works closely with Human Resources, Operations, Dispatch, and Leadership to ensure employees are paid accurately, financial transactions are processed efficiently, and day-to-day business operations run smoothly.

The ideal candidate is highly organized, detail-oriented, and thrives in a fast-paced service environment. This individual must be able to manage multiple priorities, maintain confidentiality, and provide excellent support to employees, customers, vendors, and management.

Essential Duties and Responsibilities

Payroll Administration (Approximately 50%)

• Process weekly payroll for hourly and salaried employees.

• Review and verify employee time records, pay adjustments, bonuses, commissions, and deductions.

• Ensure compliance with federal, state, and local wage and hour laws.

• Maintain employee payroll records and system updates.

• Assist Human Resources with processing new hires, terminations, and payroll changes.

• Respond to employee payroll inquiries.

• Support year-end payroll activities including W-2 preparation and audits.

• Assist Human Resources with payroll-related reporting and employee data management.

Accounting Support (Approximately 30%)

Accounts Payable

• Review, code, and process vendor invoices.

• Prepare weekly accounts payable batches.

• Reconcile vendor statements and resolve discrepancies.

• Maintain vendor files and W-9 documentation.

Accounts Receivable

• Apply customer payments and maintain accurate records.

• Follow up on outstanding balances and assist with collections efforts.

• Reconcile customer accounts.

• Prepare AR aging reports and communicate collection status to management.

General Accounting

• Assist with monthly account reconciliations.

• Support month-end and year-end closing activities.

• Prepare and maintain financial reports and supporting schedules.

• Assist with audit requests and documentation.

• Oversee Finance jobs.

Administrative Support (Approximately 20%)

• Provide administrative support to Accounting, HR, and Operations teams.

• Maintain electronic and physical business records.

• Prepare reports, correspondence, and business documents.

• Coordinate office supplies, equipment, and vendor relationships.

• Assist with employee onboarding paperwork and administrative processes.

• Support scheduling of meetings, travel arrangements, and company events as needed.

• Monitor company mail, email inboxes, and incoming documentation.

• Assist management with special projects and operational initiatives.

• Maintain confidentiality of employee, customer, and company information.

• Assist with Service Titan data entry, reporting, and record maintenance.

• Support technicians and managers with payroll, commissions, and job-related documentation.

Qualifications

Required

• 3+ years of payroll processing experience.

• 2+ years of accounting, AP, AR, or bookkeeping experience.

• 1+ years of administrative support experience.

• Strong understanding of payroll laws and regulations.

• Proficiency with payroll and accounting software.

• Intermediate to advanced Microsoft Excel skills.

• Excellent organizational, time-management, and multitasking abilities.

• Strong written and verbal communication skills.

• Ability to handle confidential information with professionalism and discretion.

• High attention to detail and accuracy.

Preferred

• Experience with ADP or similar payroll systems.

• Service Titan experience.

• QuickBooks experience.

• Associate or bachelor's degree in accounting, Finance, Business Administration, or related field.

• Experience in a service-based or field service-related organization.

Physical Requirements

• Ability to sit and work at a computer for extended periods.

• Ability to occasionally lift up to 20 pounds.