Lead Certified Payroll/AIA Billing Admin

THE POSITION

Seeking a Lead Certified Payroll & AIA Billing Administrator to join its fun and rapidly growing team. The Lead Payroll & Billing Administrator will organize and coordinate payroll, AP, AR (AIA Billing), office administration and procedures, in order to ensure organizational effectiveness, efficiency and safety. This person is responsible for developing intra-office communication protocols, streamlining payroll and billing procedures, inventory control, and task delegation. We are looking for an energetic professional who doesn't mind wearing multiple hats. This role requires experience in handling a wide range of executive support-related tasks and someone who is able to work independently with little or no supervision. You should be well-organized, flexible and enjoy the administrative challenges of supporting an office of diverse people.

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WHAT YOU'LL BE DOING (and doing well!)

• Act as point person for maintenance, mailing, shipping, supplies, equipment, bills, and errands.
• Process Accounts Payable invoicing
• Process Accounts Receivable - Construction Billing (AIA Billing)
• Process In-Huse Payroll for roughly 30-50 employees (includes about 5-10% of Certified Payroll and Prevailing wage)
• Manage relationships with vendors, service providers and landlord, ensuring that all items are invoiced and paid on time.
• Organize and implement office operations and procedures
• Partner with People & Culture (HR) to maintain office policies, as necessary.
• Coordinate with IT department on new hire orientations and onboarding
• Provide general support to reception; assist with visitors.
• May maintain Division leadership schedules, calendars and appointments.
• Responsible for managing office services by ensuring office operations and procedures are organized, correspondences are controlled, filing systems are designed, supply requisitions are reviewed and approved and that clerical functions are properly assigned and monitored.
• Maintain office efficiency through planning and execution of equipment procurement, layouts, and office systems.
• Develop and implement office policies by setting up procedures and standards to guide office operations.
• Ensure that results are measured against standards, while making necessary changes along the way.
• Review and analyze special projects and keep leadership properly informed.
• Develop standards and promote activities that enhance operational procedures.
• Participate actively in the planning and execution of company events, such as annual holiday party.
• Monitor and maintain office supplies inventory; review and approve office supply acquisitions.
• Help ensure all employees embrace our safety culture and comply with all safety initiatives.

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Qualifications

• High school diploma or above
• 2-5+ years of general payroll, billing, accounting, office admin experience
• Certified payroll and/or prevailing wage
• Experience with AP and AR invoicing (AIA Billing)
• Fire, Construction, Manufacturing, or similar industry experience
• Proficient with Microsoft Office Suite or related software.
• Workday (payroll software) a plus
• QuickBooks (Desktop version) a plus
• Excellent written and verbal communication skills.
• Excellent interpersonal and customer service skills.
• Excellent time management skills and the ability to multi-task and prioritize work; strong organization and planning skills.
• Attention to detail and problem-solving skills.
• Basic knowledge of accounting, data, administrative, human resources, and business practices and procedures.
• Basic understanding of administrative and clerical procedures and systems.
• All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the California Fair Chance Act, City of Los Angeles' Fair Chance Initiative for Hiring Ordinance, and Los Angeles County Fair Chance Ordinance.