Welding Shop Office Manager Certified Payroll Specialist

Job Title: Welding Shop Office Manager
Industry: Welding / Metal Fabrication / Construction
Employment Type: Full-Time
Location: Fernley
Pay Rate: $30.00-$40.00
Schedule: Monday Friday, Day Shift

Position Summary

We are seeking an experienced and highly organized Welding Shop Office Manager to oversee daily administrative operations, manage certified payroll reporting, and support the overall efficiency of a busy welding and metal fabrication facility.

The ideal candidate will have a strong background in office management, payroll processing, construction or manufacturing administration, and compliance with prevailing wage requirements. This individual will work closely with shop supervisors, project managers, accounting personnel, and field employees to ensure accurate payroll, proper documentation, and smooth day-to-day business operations.

Responsibilities

Certified Payroll & Payroll Administration

• Prepare, process, and submit weekly certified payroll reports for prevailing wage projects.

• Ensure compliance with federal Davis-Bacon Act requirements and applicable state prevailing wage regulations.

• Prepare and maintain certified payroll documentation, including WH-347 forms when required.

• Verify employee classifications, prevailing wage rates, fringe benefits, and overtime calculations.

• Review and reconcile employee timesheets, hours worked, job classifications, and project-specific labor costs.

• Maintain accurate payroll records for shop and field employees.

• Coordinate with accounting and project management teams to resolve payroll discrepancies.

• Track employee hours across multiple jobs, projects, and cost codes.

• Assist with payroll audits and provide supporting documentation as requested.

• Maintain knowledge of applicable labor laws, wage determinations, and certified payroll reporting requirements.

Office Management & Administration

• Oversee daily administrative functions of the welding and fabrication shop.

• Manage office documentation, filing systems, employee records, and project paperwork.

• Answer incoming calls, respond to emails, and communicate with customers, vendors, and employees.

• Coordinate office schedules, meetings, and administrative deadlines.

• Order office supplies and assist with purchasing shop materials and equipment.

• Maintain organized records of purchase orders, invoices, receipts, and vendor transactions.

• Assist management with operational reporting and administrative improvements.

Accounting & Financial Support

• Assist with accounts payable and accounts receivable processes.

• Prepare customer invoices and track outstanding payments.

• Review vendor invoices, purchase orders, and expense reports.

• Track job costs, labor expenses, and project-related expenditures.

• Support monthly financial reporting and reconciliation processes.

• Coordinate with accounting personnel to ensure accurate billing and payroll information.

Project & Shop Operations Support

• Work closely with welding supervisors and project managers to coordinate administrative needs.

• Maintain project files, contracts, work orders, and job documentation.

• Track employee labor hours and material expenses by project.

• Assist with scheduling, job tracking, and project reporting.

• Support communication between office personnel, shop employees, and field crews.

• Monitor project documentation to ensure compliance with contractual requirements.

• Assist with maintaining safety training records, certifications, and compliance documentation.

Human Resources & Employee Administration

• Assist with onboarding new employees and maintaining personnel files.

• Maintain employee attendance, vacation, and time-off records.

• Coordinate employee paperwork, including I-9 forms, W-4 forms, and direct deposit information.

• Track employee certifications, including welding qualifications and safety training.

• Assist management with employee communications and administrative HR matters.

Required Qualifications

• Minimum 3 years of experience in office management, payroll administration, or a similar administrative role.

• Hands-on experience preparing and submitting certified payroll reports.

• Working knowledge of prevailing wage requirements, Davis-Bacon regulations, and employee labor classifications.

• Experience working in welding, metal fabrication, construction, industrial, or manufacturing environments preferred.

• Experience processing payroll for hourly employees, including overtime and multiple job classifications.

• Proficiency in Microsoft Office, particularly Excel, Word, and Outlook.

• Experience with accounting or payroll software such as QuickBooks, ADP, Sage, or similar systems.

• Strong organizational skills and attention to detail.

• Ability to manage multiple priorities and meet strict payroll and reporting deadlines.

• Excellent verbal and written communication skills.

• Ability to handle confidential employee and financial information professionally.

• Experience managing certified payroll for government-funded or public works construction projects.

• Familiarity with LCPtracker, eMars, or other certified payroll reporting systems.

• Knowledge of union payroll, fringe benefit calculations, and prevailing wage classifications.

• Experience with job costing, project billing, and construction accounting.

• Previous experience supporting welding shops, fabrication facilities, or industrial contractors.

• Familiarity with workers' compensation documentation and OSHA-related administrative records.

Work Environment

This position is primarily office-based within an active welding and metal fabrication facility. The Office Manager will regularly interact with shop personnel, field employees, project managers, vendors, and customers.

Equal Employment Opportunity

We are an Equal Opportunity Employer and consider qualified applicants without regard to race, color, religion, sex, national origin, age, disability, veteran status, or any other legally protected status.