Accounting and Administrative Coordinator

Job Title: Accounting and Administrative Coordinator

Job Summary:

The Accounting and Administrative Coordinator is responsible for managing payroll-related functions, labor compliance, and employee support while also overseeing office operations and administrative tasks. This role requires attention to detail, strong organizational skills, and the ability to multitask effectively. The ideal candidate will have experience in payroll timekeeping processing, certified payroll reporting, office administration, and union processes.
This is on-site at our office in East Palo Alto. Only local candidates will be considered.

Duties/Responsibilities:

Payroll & Compliance Duties:

• Review and verify employee timesheets in ERP for accuracy in craft/class designations, earning codes, and job numbers before Project Manager (PM) approval and payroll processing.
• Ensure correct Workers' Compensation (WC) codes are applied per project (Drilling, OCIP, USL&H).
• Assist payroll and HRIS (Dayforce) in:
    o Setting up new earning codes.
    o Payroll mapping and updating earning code rates.
    o Processing apprentice and temporary employee payouts.
• Report weekly per diems to accounting.
• Facilitate new hire processing by collecting documentation and reporting to payroll and HR.
• Set up new hires in ERP (Payroll & AP).

Credit Card & Accounts Payable (AP) Processing:

• Manage Pitcher’s credit card reconciliation process from start to finish:
    o Download transactions from Wells Fargo and import into ERP (every Friday).
    o Contact employees for receipts and coding corrections.
    o Export approved transactions in batches (statement close and month-end accruals to ERP).
    o Post transactions to AP.
• Post AP/AR batches for accounting.
• Act as Accountings AP/AR backup on Thursdays:
    o Complete AP Process for EFT/Check payments.
    o Enter AP invoices and set up new AP vendors.
    o Enter AR invoices and set up new AR clients.

Union & Certified Payroll Compliance:

• Specialize in union processes, including:
    o Fringe benefit breakdowns
    o Key man agreements
    o Dispatch requests
• Balance and report monthly OE3 and OE12 union hours:
    o Reconcile ERP hours with 3rd party reports & union spreadsheets.
    o Enter reports in ERP and post to AP.
• Update ERP when union fringe/rates change.
• Complete and submit Certified Payroll Reports for public works projects via Excel, LCP Tracker, DIR Website, or Elations.
• Prepare and upload labor compliance documents (DAS 140/142, Labor Law Checklist, Local Hiring Plans, Fringe Benefit Statement, Union Trust Fund letters, etc.).
• Renew DIR registration every 2-4 years.
• Report payroll in OCIP platforms for applicable projects.

Project Support & Compliance Assistance:

• Assist PMs and coordinators in obtaining project-specific documents:
    o Certificates of Insurance (COI)
    o Payment & Performance Bonds
• Complete OCIP enrollments (including Insurance Cost Worksheet forms).
• Assist PMs with bid forms, client prequalification, and annual health & safety evaluations.
• Set up job-specific training and drug testing for employees.
• Set up new jobs in ERP.
• Create project folders in SharePoint.
• Complete COIs for executed agreements on upcoming projects.
• Enter and post equipment usage in ERP weekly.
• Prepare draft invoices for Terry to review and approve.

Employee & HR Support:

• Arrange DOT Medical Examinations and OSHA Physicals.
• Manage Pitcher’s DMV Pull Program.
• Serve as the key contact for employees requiring assistance with:
• Answer phones on the first ring and provide professional customer service.
• File documents in their appropriate locations (employee files, job files, financial records, etc.).
• Ensure smooth office operations, including:
    o Managing office maintenance and vendor relationships.
    o Coordinating meetings and conference rooms.
    o Ensuring office equipment is functional.
• Other duties as assigned to support payroll, accounting, compliance, and general office operations.

Required Skills:

• Proficiency in ERP Systems, Sage 300 CRE a plus, Dayforce, and Wells Fargo Credit Card reporting systems.
• Strong understanding of certified payroll reporting and union regulations.
• Excellent organizational and multitasking abilities.
• Strong communication and interpersonal skills to assist employees and coordinate with various departments.
• Ability to maintain confidentiality and handle sensitive information professionally.
• Proficiency in Microsoft Office Suite (Excel, Word, Outlook, SharePoint).

Education and Experience:

• Associate’s or bachelor’s degree in Accounting, Finance, Business Administration, or a related field (preferred).
• Experience in payroll, AP/AR, and union compliance in a construction or drilling company is preferred.

Working Conditions:

The physical and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Physical Demands:

• While performing the duties of this job, the employee is required to walk, use hands to finger, handle objects, tools, or controls; reach with hands and arms; balance; stoop; bending or crouching; talk or hear. Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.
• Some lifting of files, opening cabinets.
• Bending or standing as necessary.
• Prolonged periods sitting at a desk and working on a computer.
• Must be able to lift up to 15 pounds at times.

Work Environment:

• Position is sedentary with prolonged periods of standing, bending, sitting, kneeling
• This position is based in a small office setting within a small construction company specializing in drilling. It requires versatility to handle both accounting and administrative tasks efficiently. Occasional travel between company locations may be required for job-related tasks.

This description is not intended to be, nor should it be construed as an all-inclusive list of responsibilities, skills or working conditions associated with the position. It is intended to accurately reflect the activities and requirements of the position, but duties may be added, deleted, or modified, as necessary. This description does not constitute a written or implied contract of employment.

Review the Benefits associated with this position: https://www.sealaska.com/benefits/
Hourly Rate Range: $35.00 - $40.00

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