Billing & Payroll Assistant Manager Wm J Donovan Philadelphia, PA Job Details Full-time $33.50 - $40.00 an hour 17 hours ago Qualifications Benefits administration Vendor relationship building Teamwork Construction payment applications Accounts receivable management Payroll deduction management Construction payment processing Client invoicing Attention to detail Organizational skills Construction administrative experience Collections account management Full Job Description Position Summary The Billing, Payroll & Office Manager is responsible for overseeing all aspects of customer billing, accounts receivable collections, payroll administration, union reporting, and office operations for a growing sheet metal construction company. This position plays a critical role in maintaining accurate financial records, ensuring timely billing and collections, processing union payroll, and supporting day-to-day administrative functions. Key Responsibilities Billing & Accounts Receivable Prepare and process monthly customer billings. Manage AIA billing applications and supporting documentation. Submit online billings through customer portals. Process and track change orders as they relate to billing. Monitor accounts receivable and proactively collect past-due invoices. Maintain customer billing records and resolve billing discrepancies. Set up new customers and projects in Sage 300. Pull, organize, and file project documentation required for billing. Prepare, track, and process lien waivers for customer payment requirements. Coordinate AIA forms and lien waivers for management signatures. Payroll Administration Process weekly payroll accurately and on time. Manage payroll systems and ensure data integrity. Process union payroll in accordance with collective bargaining agreements. Maintain payroll records for Local 19 and other applicable unions. Prepare and submit union fringe benefit reports and payments. Ensure payroll compliance with prevailing wage and union requirements. Maintain employee payroll records, deductions, and benefit information. Accounting & Administrative Support Maintain customer and vendor records in Sage 300. Assist with month-end accounting processes and reporting. Generate reports using Sage 300, Microsoft Excel, and Microsoft Access. Support accounting staff with administrative and reporting functions. Maintain organized electronic and paper filing systems. Office Management Oversee daily office operations and administrative functions. Coordinate office supplies, equipment, and vendor relationships. Maintain confidential employee and company records. Assist management with special projects and process improvements. Provide administrative support to operations, accounting, and project management teams. Qualifications 5+ years of experience in construction accounting, payroll, or office management. Experience with AIA billing and construction invoicing required. Strong accounts receivable and collections experience. Experience processing union payroll, preferably within the sheet metal construction industry. Knowledge of Local 19 payroll and union reporting requirements preferred. Experience preparing union fringe benefit reports. Proficiency with Sage 300 Construction and Real Estate (CRE). Advanced Microsoft Excel skills; Microsoft Access experience preferred. Excellent organizational skills with strong attention to detail. Ability to prioritize multiple deadlines in a fast-paced environment. Strong written and verbal communication skills. Preferred Experience, not Required Sheet metal or mechanical construction industry experience. Knowledge of prevailing wage and certified payroll requirements. Experience with online customer billing portals. Familiarity with lien waivers, construction contracts, and payment applications. Heavy leadership of these billing requirements, attention to detail. Core Competencies Organization and time management Accuracy and attention to detail Problem solving Customer service Confidentiality Team collaboration Initiative and accountability Software Sage 300 Construction & Real Estate Microsoft Excel Microsoft Access Microsoft Office Suite Online customer billing portals

Reports To:

Chief Financial Officer (CFO)

Works Closely With:

Assistant Controller Pay:

$33.50 - $40.00 per hour Expected hours: 40.0 per week

Work Location:

In person