Payroll Accountant

Our client is a premier mechanical contracting company specializing in HVAC, plumbing, and related services for commercial and industrial clients. We have a proven track record of delivering high-quality mechanical solutions while prioritizing safety, efficiency, and client satisfaction.

Position Summary:

We are seeking a highly detail-oriented and proactive Payroll & Employee Compensation Accountant to support both the HR and Finance teams. This role will be responsible for ensuring accurate payroll submissions and processing, enforcing spend management policies, managing allowances and reimbursements, monitoring timekeeping compliance, and supporting compensation-related reporting. The ideal candidate will bring strong organizational skills, excellent follow-up, and the ability to streamline processes for greater accuracy and efficiency.

• Prepare, review, and submit payroll for all employees in coordination with HR and Finance.
• Ensure proper job costing of all payroll related items into the General Ledger.

• Verify timecard submissions and change requests; follow up with managers on outstanding or incorrect submissions.
• Ensure accurate tracking and processing of allowances, commission payouts (quarterly), bonuses, reimbursements, and per diems.
• Improve and maintain an accurate per diem tracking process for employees traveling/working on the road.
• Maintain confidentiality and accuracy in all payroll-related data.
• Oversee employee time-off requests and ensure approvals are properly documented.
• Collaborate with managers to proactively address discrepancies and late submissions.
• Provide reporting and insights to HR and Finance on attendance, leave balances, and overtime trends.

• Track and reconcile petty cash requests from Project Managers, ensuring proper approvals from Department Directors.
• Monitor and reconcile balances in coordination with Accounting to ensure compliance and accountability.
• Process employee credit card reimbursements, ensuring compliance with company spend policies.
• Enforce spend management policies consistently and proactively, addressing non-compliance issues with appropriate follow-up.

• Conduct payroll and time & attendance overviews during new hire orientation.
• Provide employees with policy walk-throughs and best practices related to timekeeping, leave, and expense management.

Ensure new hires understand state-specific labor law requirements and company policy expectations.

• Partner with managers to reinforce consistent policy application and compliance across departments.

• Ensure payroll and expense processes comply with state and federal regulations, as well as internal policies.
• Prepare payroll-related reports for HR (headcount, benefits tracking) and Finance (labor cost reporting, accruals).
• Support year-end processes including W-2s, tax filings, and audits.

• 3+ years of experience in payroll administration, preferably supporting both HR and Finance functions.
• Strong knowledge of payroll systems, timekeeping tools, and expense/credit card reimbursement processes.
• Experience posting journal entries and strong analytical skills.
• Familiarity with labor law and policy enforcement, with ability to guide managers and employees on compliance.
• Excellent attention to detail, organizational skills, and ability to meet deadlines.
• Strong communication and follow-up skills when working with managers and employees.
• Proficiency in Microsoft Excel and payroll software; experience with Rippling (or similar HRIS/Payroll system) is a plus.
• High level of integrity, discretion, and commitment to confidentiality.
• Proactive Problem-Solving:
  Anticipates issues and resolves them before escalation.
• Process Improvement:
  Identifies inefficiencies and implements better tracking systems.
• Collaboration:
  
  Works effectively with HR, Finance, and operational managers.
• Detail-Oriented:
  Ensures accuracy in payroll, reporting, and compliance.
• Policy Enforcement:
  Confidently applies and communicates company standards and state labor law requirements.