Document and Payroll specialist

100% Remote

My Staff Your Staff Support Systems, Inc and Virtual Construction Controllers are a premier outsourcing project assisting and bookkeeping firm. We specialize in Construction Job Cost Accounting and Project Assisting for our clients.  We have been in business for over 25 years, and provide a unique team concept to our clients to handle all their back office support functions.

 

In anticipation of our new services launching for Project Assisting and Contract Managements, we are adding a critical core Corporate team member to our existing staff of 5, extremely talented team members. 

 

This is an excellent position to learn the inner workings of the documents and processes related to client accounting records, for multiple clients in the Construction Industry.

This position is an administrative support role in the Intake Management department and requires disseminating information in a cloud environment and delegating incoming documents into the process workflows for the Accounting Department.

 

This office admin position demands stellar organization skills, efficiency, and a personable attitude. Day-to-day, this person ensures operations run smoothly by doing everything from handling phone calls, sending emails, delegating incoming documents into our workflows. This position will work multiple client accounts, as well as process payroll for multiple clients every week.   

 

We are looking for the perfect mix of bookkeeper, administrator, and payroll specialist. The ideal candidate will have strong communication and follow-up skills, a self starter who can hit the ground running to make an effective difference to the team’s organizational and processing workflows.

Duties & Responsibilities

  • Incoming Document Control, request for client documents, and delegation of incoming client documents into the process workflows. 

  • Bookkeeping experience in QuickBooks and/or Sage

  • Payroll Processing of timesheets and weekly direct deposit for multiple clients.

  • Retrieving expense reports, client materials credit card purchase receipts and updating client accounting records

  • Understanding each Client Statement of Work and what services are provided to client.

  • Oversee outsource team productivity levels and ensure document workflows are processed within company policies.

  • Cross training for Accounts Payable and Receivables, and assist with these workflows as necessary.

  • Cloud environment maintenance to ensure proper file structures of folders and document storage.

  • Creating/maintaining and updating Administrative & bookkeeping SOPs

  • Identifying and taking on other responsibilities as you discover them

  • Opportunity to advance to Payroll coordinator.

Qualifications

  • Strong attention to detail and job costing allocations in payroll processing.

  • High-level administrative skills w/strong bookkeeping expertise

  • Tech-savvy, a quick learner, self starter

  • QuickBooks certification is a big plus

  • Works with a sense of urgency

  • Gatekeeper mindset

  • Good communicator who can reach out when items are needed to do your job

  • High level of discretion and confidentiality of client matters.

  • Ability to multi-task and prioritize work effectively

  • Proficiency in Excel, Word, Acrobat/PDF software and Filing/naming conventions.

  • Critical thinker, active listener and effective time manager.

  • Ability to work independently and as part of a team 

  • Self-motivates, believes in accountability, focuses on results, makes plans and follows through

  • Must be able to juggle multiple clients through the day.

Requirements

  • Dedicated Home Office to work from- no bedrooms or kitchen tables.

  • Ergonomically appropriate office chair and desk to work from in your home office. 

  • Secondary computer monitor compatible with company provided laptop to facilitate working in a paperless environment.

  • Fast internet access, no less than 200MB download speed and 25MB upload speed, preferable cable internet.

Remote Pay & Benefits 

  • Full-Time position 35-40 hours per week.

  • Starting pay rate $14.00-$17.00 per hour

  • Bonuses & Project Commission potential

  • IRA retirement account with 3% Employer Match contribution

  • Paid vacation and PTO

  • Stipend for Marketplace Health insurance

  • Remote Work environment with Collaborative tools and software.

  • Flexible work schedules.

  • Fast-past and growing firm with ground floor opportunity to promote.