Payroll and Accounts Payable Administrator

Payroll and Accounts Payable Administrator

Real Time Consulting LLC (RTC) | Posted Feb 27 | Full-time | Arizona | Negotiable | Unknown

Job Title: Payroll, HR & AP Administrator / Full Charge Bookkeeper

Reports To: CFO

• Payroll Administration:
  • Multi‑state payroll administration (40–60 employees) using Evolution Software (Payroll Experts outsourced). Presence in less than 10 states.
  • Quarterly tax filings reconciliations after the payroll company completes them.
  • Out‑of‑state worker tax structure setup for business license, with holdings, UI.
  • Coordinate Workers Compensation Insurance plan; renewals; annual audits.
• Accounts Payable:
  • Full cycle AP coding, processing and check issuance (about 10 checks per week) with internal audit for appropriate backup documentation.
  • Benefits participant administration and bill reconciliation.
  • Investigate and resolve discrepancies in expense accounts under tight deadlines.
  • Vendor relations and service contract renewals.
  • Review and retain necessary source documentation; file all documents in soft and hard copy folders.
  • Review contracts for accounting adherence and ensure proper documentation.
  • Update, verification and validation of business expense schedules (insurance, legal, leases, services, etc.).
  • Assist with creation and changes of accounting policies and procedures related to AP/expense management.
  • Maintain Dun & Bradstreet credit report to preserve desirable ratings.
  • Support other accounting functions as needed.
  • Assist with business insurance renewals (Crime, GL, E&O, D&O, EPL, P&C, etc.).
  • Track and maintain fixed‑asset activity, schedules and policy; perform semi‑annual physical inventory.
• Human Resources Administration:
  • Employee onboarding/offboarding administration.
  • Record keeping (soft and hard copy).
  • Coordination and updates of benefit portals and annual open enrollment.
• General Administration:
  • Facilities administration (minimal) – office supplies, correspondence with property manager.
  • Coordination of employee events, meals and meetings.
• Other accounting, administrative or business duties as assigned.
• No supervision of personnel.

• Associate degree in Accounting preferred or equivalent professional experience; bachelor’s degree in Accounting is a plus.
• 7+ years of relevant, proven work experience in a corporate environment in a similar role.
• Knowledge of Quick Books and Evolution Payroll Software a big plus.
• Intermediate proficiency with MS Word and Outlook.
• Intermediate/advanced experience with Excel.
• Strong analytical and judgment skills.
• Effective communication with managers, peers and business staff regarding work processes.
• Ability to be firm, professional and follow up with management, clients and vendors.
• Strong attention to detail, high accuracy, organizational and time‑management skills.
• Professional verbal, written and interpersonal skills with a customer‑service focus.
• Self‑directed, ability to take ownership and follow through; initiative.
• Capacity to handle multiple projects simultaneously in a deadline‑driven environment.
• Adaptable to a fast‑paced, entrepreneurial environment without frustration.

Real Time Companies, LLC is the parent company to multiple entities, of which Real Time Consulting is the current focus, specializing in providing experienced engineering services to several large aviation companies since 1997. Our engineering staff averages 20+ years of direct industry experience and we pride ourselves on quality and performance.

Real Time Companies seeks an individual who will thrive in a small entrepreneurial environment, wearing many hats and handling multiple tasks and projects simultaneously. You will take ownership of Payroll, Accounts Payable, Human Resources Administration and general office administration, serving as a key team member and right hand to the CFO/COO. This critical position requires integrity, reliability, accuracy and initiative. You will work without micro‑management and contribute to our growth.

We offer a small, highly productive, collaborative team; 2 weeks PTO, 8 holidays, Health/Dental/Vision benefits, 401(k) plan and a professional office environment with casual attire. Only A‑players will thrive here.

To qualify for all positions with Real Time Companies, applicants must be legally authorized to work in the United States and should not require, now or in the future, sponsorship for an employment visa. Real Time Companies does not sponsor employment‑based visas. A position that involves work with government entities may require U.S. citizenship. An Equal Opportunity Employer M/F/D/V.