Payroll Coordinator

Payroll Coordinator Apex Well Servicing USA Position Summary The Payroll Coordinator is responsible for managing and supporting all payroll-related processes for a fast-paced oil & gas well servicing company. This position plays a critical role in ensuring employees are paid accurately and on time while maintaining compliance with company policies, state and federal labor regulations, DOT requirements, per diem tracking, and customer billing support. This role will work closely with the Financial Controller, Vice President, Operations Managers, HR, Accounting, Dispatch, and Field Supervisors to support operational efficiency, workforce accountability, and financial accuracy across all divisions. The ideal candidate must be highly organized, detail-oriented, confidential, dependable, and capable of thriving in a deadline-driven oilfield environment. Key Responsibilities Payroll Administration Process weekly payroll for field and office employees Review and verify: Timecards Field tickets Job allocations Per diem Housing allowances Overtime Bonuses Travel pay Ensure payroll accuracy before submission Maintain payroll records and employee earnings documentation Audit payroll reports for discrepancies and corrections Assist with year-end payroll reporting and W-2 preparation Oilfield Operations Support Coordinate with rig managers, dispatchers, and supervisors regarding: Daily tickets Crew rotations Missing hours Job coding Customer allocations Track employee schedules including rotational crews and relief personnel Assist with labor tracking by division, rig, and customer Support KPI reporting tied to labor costs, revenue, utilization, and efficiency Compliance & Reporting Ensure payroll practices comply with: Federal and State labor laws OSHA requirements DOT regulations Company policies Maintain confidentiality of payroll and employee information Assist with audits related to payroll, workers compensation, insurance, and labor compliance Monitor employee certifications, training expirations, and onboarding documentation when needed Administrative Support Maintain organized employee files and payroll records Assist with onboarding and offboarding processes Support employee housing and per diem tracking Generate reports for management related to: Labor costs Overtime Turnover Headcount Revenue efficiency Communicate professionally with employees, managers, vendors, and customers Qualifications Minimum 2 years of payroll, accounting, HR, or administrative experience preferred Oil & gas or industrial service experience strongly preferred Knowledge of payroll systems and timekeeping software Strong understanding of overtime, per diem, and rotational scheduling High level of confidentiality and professionalism Excellent communication and organizational skills Strong attention to detail and accuracy Ability to manage multiple priorities under deadlines Technical Skills Required Microsoft Excel Microsoft Word Microsoft Outlook Microsoft Teams Payroll software systems Data entry and reporting systems KPA experience preferred Preferred Characteristics Self-motivated Team-oriented Strong work ethic Problem solver Calm under pressure Reliable and dependable Professional communication skills Ability to support a high-accountability culture Work Schedule Monday through Friday 8:00 AM - 5:00 PM Reporting Structure Reports directly to the Financial Controller and CFO and works closely with: Operations Management Accounting Department HR & Recruiting Dispatch & Field Leadership Company Goals Alignment This position directly supports the company's operational success by: Improving payroll accuracy and accountability Supporting labor efficiency and cost control Enhancing employee support and retention Assisting leadership with operational reporting and KPI tracking Maintaining strong compliance and administrative organization

Pay:

$25.00 - $30.00 per hour

Work Location:

In person