Accounting & Administrative Coordinator (Construction)

Robert Half • East Palo Alto, CA • 2w ago

Description

Job Summary:

The Accounting & Administrative Coordinator is responsible for managing union and non-union timekeeping, labor compliance, and employee HR support while also overseeing office operations and administrative tasks. This role requires attention to detail, strong organizational skills, and the ability to multitask effectively. The ideal candidate will have experience in payroll timekeeping processing, certified payroll reporting, credit card reconciliation, office administration, and union processes. This is a full-time onsite position.

Responsibilities:

Union & Certified Payroll Compliance (30 EEs):

Fringe benefit breakdowns, key man agreements, dispatch request, reconcile ERP hours with 3rd party reports & union spreadsheets. Enter reports in ERP and post to AP,

update ERP when union fringe/rates change. Complete and submit Certified Payroll Reports for public works projects via Excel, LCP Tracker, DIR Website, or Elations. Prepare and upload labor compliance documents (DAS 140/142, Labor Law Checklist, Local Hiring Plans, Fringe Benefit Statement, Union Trust Fund letters, etc.). Renew DIR registration every 2-4 years.

Project Support & Compliance Assistance:

Assist PMs and coordinators in obtaining project-specific documents: Certificates of Insurance (COI), Payment & Performance Bonds, Assist PMs with bid forms, client prequalification, and annual health & safety evaluations. Set up new jobs in ERP. Enter and post equipment usage in ERP weekly.

Employee & HR Support:

Set up job-specific training and drug testing for employees. Arrange DOT Medical Examinations and OSHA Physicals. Manage DMV Pull Program. Answer phones on the first ring and provide professional customer service. File documents in their appropriate locations (employee files, job files, financial records, etc.). Ensure smooth office operations, including: Managing office maintenance and vendor relationships, coordinating meetings and conference rooms, ensuring office equipment is functional.

Requirements

Qualifications & Skills:

-Experience in timekeeping, AP/AR, and construction or drilling is mandatory

-Proficiency in ERP Systems, Sage 300 CRE a plus, Dayforce, and Wells Fargo Credit Card reporting systems. Proficiency in Microsoft Office Suite (Excel, Word, Outlook, SharePoint).

-Strong understanding of certified payroll reporting and union regulations is strongly preferred (willing to train)

-Excellent organizational and multitasking abilities.

-Strong communication and interpersonal skills to assist employees and coordinate in various departments.

-Ability to maintain confidentiality and handle sensitive information professionally.

-A can-do & enthusiastic attitude. Willingness to be flexible as to job duties each day.

Robert Half is the world's first and largest specialized talent solutions firm that connects highly qualified job seekers to opportunities at great companies. We offer contract, temporary and permanent placement solutions for finance and accounting, technology, marketing and creative, legal, and administrative and customer support roles.

Robert Half works to put you in the best position to succeed. We provide access to top jobs, competitive compensation and benefits, and free online training. Stay on top of every opportunity - whenever you choose - even on the go. Download the Robert Half app (https://www.roberthalf.com/us/en/mobile-app) and get 1-tap apply, notifications of AI-matched jobs, and much more.

All applicants applying for U.S. job openings must be legally authorized to work in the United States. Benefits are available to contract/temporary professionals, including medical, vision, dental, and life and disability insurance. Hired contract/temporary professionals are also eligible to enroll in our company 401(k) plan. Visit roberthalf.gobenefits.net for more information.

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