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Bookkeeper and HR Administrator

Bookkeeper and HR Administrator

Cogent Talent SolutionsIndianapolis city, Indiana, United States
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Position Summary

The Accounting & HR Administrator manages payroll, bookkeeping, and HR administration, ensuring accurate financial records and compliance. Responsibilities include processing payroll, handling invoices, managing accounts payable / receivable, and overseeing hiring and termination paperwork. This role supports financial operations and workforce management in a fast-paced construction environment.

Primary Duties and Responsibilities

  • The essential functions include, but are not limited to the following :

Accounting and Payroll

Payroll Processing

  • Process weekly payroll for hourly steelworkers and foremen (based on timecards).
  • Process bi-weekly payroll for salaried employees.
  • Track hours, overtime, deductions, and payroll taxes.
  • Ensure compliance with labor laws and tax regulations.

    • Accounts Payable & Receivable

  • Generate and send client invoices based on project milestones or contract terms.
  • Process vendor, subcontractor, and equipment rental payments.
  • Reconcile bank statements and maintain financial records.

    • Financial Tracking & Reporting

  • Assist in tracking job costs, budgets, and expenses.
  • Maintain accurate records for audits and end-of-year reporting.
  • Meet with the President weekly to review cash flow, AP strategy, and AR follow-ups.
  • Assist with financial audits and compliance reporting.

    • Financial Reporting & Cash Flow Management

  • Maintain and update Cash Flow Management models.
  • Prepare and update AR and AP reports.
  • Track and report KPI metrics for Sales, Operations, and Project Management.
  • Provide the President with monthly financial reports, including the Income Statement and Balance Sheet.
  • Update the Labor Burden, Overhead Absorption and Breakevenmodels monthly, adjusting for staffing, indirect / direct cost and revenue changes.
  • Work with the Estimating Manager and / or President to verify and update pricing in the estimating tool.

    • Estimating & Project Management Support

  • Liaise with the Project Management Manager on invoicing at the end of each project phase.
  • Ensure accurate job cost data is updated in Project Management software and / or QuickBooks Online.
  • Work with the Estimating Manager and / or President to align labor burden and overhead absorption data with estimating and job costing.

    • Human Resources Administration

    Employee Onboarding & Offboarding

  • Handle new hire paperwork (tax forms, direct deposit, benefits setup).
  • Maintain employee records (certifications, work authorizations, compliance documents).
  • Process termination paperwork and ensure compliance with company policies.

    • Employee Benefits & Insurance Management

  • Administer and manage the 401(k) plan, including employee enrollments, contribution changes, and compliance reporting.
  • Oversee company-provided health insurance, handling employee enrollments, changes, and coordination with the insurance provider.
  • Work with the insurance company to provide workers’ compensation documentation, ensure claims are processed, and submit premium payments.

    • Workforce Management

  • Track workers’ compensation claims and safety compliance.
  • Maintain and update qualifications and certification records for labor staff related to equipment operation.
  • Assist the Field Operations Manager with coordinating staff training programs and tracking training completion.
  • Ensure all labor personnel have completed necessary training and certifications before operating equipment or engaging in specific tasks.
  • Coordinate hiring needs with management, including subcontractor engagement.

    • Qualification

    Education

  • High school diploma or equivalent (required). Associate’s or Bachelor’s degree in Accounting, Finance, Business Administration, or a related field (preferred).

    • Experience

  • 3+ years of bookkeeping and payroll experience (preferably in construction, manufacturing, or a similar industry).
  • Experience with QuickBooks Online and payroll processing software.
  • Experience with project management software (preferred).

    • Skills and Competencies

  • Strong understanding of accounting principles, including accounts payable, accounts receivable, and payroll processing.
  • Ability to manage HR administrative tasks such as onboarding, employee records, and compliance.
  • High attention to detail to ensure accuracy in payroll, invoicing, and financial reporting.
  • Effective time management skills to meet payroll, invoicing, and reporting deadlines.
  • Proficiency in QuickBooks Online, Microsoft Excel, and payroll processing software.
  • Strong communication skills to interact professionally with employees, vendors, and management.
  • Problem-solving ability to resolve payroll discrepancies, invoicing issues, and HR concerns efficiently.

    • 55,000 - $65,000 a year

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