Certified Payroll Administrator

Hoar; Houston (TX); On-site; USD 42,000 - 60,000; Full time

Job summary

Hoar is seeking a Certified Payroll Administrator to support federally funded projects on our Houston-area sites. You will collect weekly payroll reports, verify wage determinations, and ensure compliance with Davis-Bacon requirements.

This role requires 1–2 years of administrative experience, strong Excel/Word/MS Office skills, and a valid driver’s license. You will coordinate with field offices to ensure reports are complete and accurate across trades, with occasional site travel.

Qualifications

• 1–2 years of administrative support experience in AEC industry.
• 1–2 years administering or collecting certified payroll reports.
• Knowledge of Davis-Bacon or prevailing wage requirements.
• Proficient in Excel, Word, and MS Office Suite.
• Valid driver’s license.

Responsibilities

• Monitor multiple inboxes for incoming payroll reports.
• Collect SF1413 from each trade partner submitting payroll.
• Verify wage determinations are provided by the owner.
• Verify WH347 or comparable form accuracy and ensure project data is correct.
• Submit SF1444 for missing wage determinations.
• Review reports against wage rate sheets for each project.
• File weekly payroll reports for trade partners and sub-tier vendors.
• Coordinate with field office admin to prevent premature payments.

Skills

Administrative support

Microsoft Office

Attention to detail

Education

High School Diploma

Tools

Excel

Word

MS Office Suite

Job description

The Certified Payroll Administrator is responsible for the collection of weekly payroll reports for everyone working on a hoar job site that is federally funded.

Responsibilities:

• Monitor multiple outlook inboxes for incoming payroll reports.
• Collect SF1413 from each trade partner/subcontractor submitting payroll.
• Verify a county specific wage rate determination sheet is provided to each trade partner, usually provided by the owner.
• Verify accuracy of WH347 or comparable form and ensure all project specific information is correct in reports.
• Submit SF1444 form to the department of labor for missing wage determinations.
• Use checklist and review each report submitted cross referencing the wage rate sheet provided to that project specifically.
• Weekly reports will be filed for each trade partner/sub-tier vendors working on site for the duration of the project.
• Collect break in work letters from contractors temporarily not working on site.
• Prepare and maintain a certified payroll log for each project saved on the shared drive.
• Work directly with the field office admin to ensure payments are not released until all current certified payroll reports have been collected.

Requirements:

• High School Diploma, GED or equivalent
• 1-2 years of experience providing administrative support, preferably in the Architecture/Engineering/Construction industry.
• 1-2 years of experience administering or collecting certified payroll reports.
• Previous experience with the Davis-Bacon or prevailing wage rate determination requirements is required.
• Strong computer skills including knowledge of Excel, Word, MS Office Suite.
• Valid Drivers' License required.

Physical Demands and Working Environment

The conditions herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions.

Environment: Work is performed mainly in an indoor and outdoor setting with exposure to all types of weather and temperature conditions, and travel from site to site.

Physical: Primary functions require sufficient physical ability and mobility to work in an office setting; to stand or sit for prolonged periods of time; to occasionally stoop, bend, kneel, crouch, reach, and twist; to lift, carry, push, and/or pull light to moderate amounts of weight; to operate equipment requiring repetitive hand movement and fine coordination; to travel to other locations using various modes of private and commercial transportation; and to verbally communicate to exchange information.

Vision: See in the normal visual range with or without correction.

Hearing: Hear in the normal audio range with or without correction.

EOE - Vets/Disabilities