Human Resources/ Payroll & Executive Assistant

Position Overview

We are seeking a highly organized, detail-oriented Human Resources / Payroll Assistant who will also serve as an Executive Assistant to senior leadership. This position supports a group of affiliated companies involved in construction, development, and subcontractor operations.

The ideal candidate is discreet, proactive, and skilled in managing sensitive information while balancing multiple priorities across several entities. You will handle HR administration, payroll processing, employee documentation, and executive support responsibilities with the utmost professionalism and accuracy.

Key Responsibilities

Payroll Administration (Primary Function)

• Process weekly and biweekly payrolls in QuickBooks Desktop Enhanced Payroll, ensuring accuracy across multiple company entities.
• Maintain employee pay rates, deductions, job costing allocations, and direct deposits.
• Review timecards, verify approved hours, and ensure proper job cost coding.
• Prepare and remit federal and state payroll tax payments, and reconcile 941s, 940s, W-2s, and other payroll filings.
• Track PTO, holidays, and other leave balances in accordance with company policy.
• Handle garnishments, benefit deductions, and adjustments.
• Maintain payroll records in compliance with IRS and Department of Labor requirements.

Human Resources Support

• Assist with onboarding and offboarding employees (applications, I-9s, W-4s, background checks, confidentiality agreements, etc.).
• Maintain organized employee personnel files across all entities.
• Support benefits administration (health insurance, 401(k), workers comp, etc.).
• Maintain compliance with labor laws, employment documentation, and company policies.
• Coordinate employee communications and assist management with HR-related initiatives.
• Track certifications, training records, and safety documentation.

Executive & Administrative Support

• Provide direct administrative support to ownership and senior executives, maintaining a high level of confidentiality.
• Manage calendars, schedule meetings, and coordinate communications between departments and entities.
• Prepare correspondence, reports, and presentations as needed.
• Assist in project tracking, document management, and contract organization.
• Handle sensitive corporate and financial documents with discretion.
• Support accounting team with filing, vendor setup, and occasional bookkeeping assistance.

Qualifications

• 2+ years of experience in payroll, HR administration, or executive support (construction or multi-company experience preferred).
• Proficiency in QuickBooks Desktop Enhanced Payroll is required.
• Strong understanding of payroll tax reporting and compliance requirements.
• Working knowledge of employment law, record retention, and HR best practices.
• Exceptional organization, accuracy, and time management skills.
• Excellent written and verbal communication abilities.
• Must demonstrate a high degree of integrity and confidentiality.
• Proficient in Microsoft Office Suite (Excel, Word, Outlook, PowerPoint).
• Ability to manage multiple priorities and deadlines in a fast-paced environment.

Preferred Attributes

• Experience supporting executives or ownership in a multi-entity organization.
• Exposure to construction, real estate, or professional services industries.
• Positive attitude, professional demeanor, and team-oriented mindset.

Compensation & Benefits

• Competitive salary based on experience.
• Health insurance, paid time off, and other company benefits.
• Opportunities for growth within a dynamic and expanding organization.

Job Type: Full-time

Pay: $19.00 - $22.00 per hour

Expected hours: 40 per week

Benefits:

• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Work Location: In person