Payroll Clerk / Office Assistant / Purchasing Assistant - admin / office - administrative job employment

NYWDS; New York (NY); On-site; USD 40,000 - 65,000; Full time

Job summary

NYSFAB is seeking a Payroll Clerk / Office Assistant / Purchasing Assistant to support daily office operations in New York. The role covers payroll processing, general office administration, and purchasing coordination under management guidance.

The ideal candidate will be organized, detail-oriented, and able to manage multiple tasks efficiently in a fast-paced fabrication environment. Full-time, in-office position based in NYSFAB.

Qualifications

• 1–3 years of experience in payroll, purchasing, or administrative support.
• Construction or fabrication industry experience is a plus.
• Strong Excel, Word, and email skills.
• Detail-oriented and highly organized.
• Full-time position, Monday–Friday, based in NYSFAB office.

Responsibilities

• Payroll duties: collect and verify timecards; ensure accuracy of hours, overtime, and job cost coding; input payroll data in Paychex Flex & QuickBooks; assist with certified payroll reports; maintain confidentiality.
• Office administration: filing, data entry, scanning, document organization; update employee and vendor files; support communication between shop, office and management; greet visitors and handle correspondence.
• Purchasing support: obtain quotes; prepare purchase orders; follow up with vendors; coordinate with shop foreman to ensure timely material availability; track orders and invoices.
• General responsibilities: maintain professionalism and confidentiality; communicate clearly with coworkers and management; follow safety and data policies; take initiative to support daily operations.

Skills

Payroll processing

Office administration

Purchasing coordination

Microsoft Excel

Microsoft Word

Communication

Time management

Education

High school diploma

Associate degree in business administration

Tools

Paychex Flex

QuickBooks

Job description

Payroll Clerk / Office Assistant / Purchasing Assistant - admin / office - administrative job employment

The Payroll Clerk / Office Assistant / Purchasing Assistant plays a key supporting role in NYSFAB’s daily office operations. This position is responsible for assisting with payroll preparation, general office administration, and purchasing coordination under the direction of management.

The ideal candidate will be organized, detail-oriented, and capable of managing multiple responsibilities accurately and efficiently in a fast-paced steel fabrication environment.

Key Responsibilities1. Payroll Duties

• · Collect, review, and verify daily and weekly timecards from shop and field employees.
• · Ensure accuracy of hours worked, overtime, and job cost coding before processing.
• · Input and maintain payroll data in company software (Paychex Flex & QuickBooks).
• · Assist in preparing certified payroll summaries and reports for management.
• · Maintain strict confidentiality of all employee payroll and HR records.
• · Coordinate with supervisors to resolve time discrepancies or missing entries.

2. Office Administration

• · Assist with daily office tasks such as filing, data entry, scanning, copying, and document organization.
• · Maintain and update employee records, vendor files, and project documentation.
• · Support communication between shop, office, and management staff to ensure smooth operations.
• · Greet visitors, answer phones, and handle basic correspondence and emails professionally.
• · Assist with preparing company memos, letters, and policy documents when needed.
• · Track attendance, employee paperwork, and training documentation.

3. Purchasing Support

• · Assist the purchasing department in obtaining quotes for materials, hardware, consumables, and shop supplies.
• · Prepare and issue purchase orders under supervision.
• · Follow up with vendors and suppliers to confirm pricing, order status, and delivery schedules.
• · Coordinate with the shop foreman to ensure materials are ordered ahead of time and available when needed.
• · Maintain accurate records of orders, deliveries, and invoices for reconciliation with accounting.
• · Ensure compliance with NYSFAB purchasing policies and maintain cost control awareness.

4. General Responsibilities

• · Maintain professionalism and confidentiality at all times.
• · Communicate clearly and respectfully with coworkers, suppliers, and management.
• · Follow company policies regarding safety, attendance, and data management.
• · Take initiative to assist where needed to support smooth daily operations.
• · Perform other administrative or operational duties as assigned by supervisors or management.

Qualifications

• · High school diploma or equivalent required; Associate’s degree in business administration.
• · 1–3 years of experience in payroll, purchasing, or administrative support (construction or fabrication industry experience a plus).
• · Basic understanding of payroll systems, invoicing, and purchase order procedures.
• · Strong computer skills — proficiency in Microsoft Excel, Word, and email communication required.
• · Excellent attention to detail and organizational skills.
• · Ability to work independently while following directions and meeting deadlines.
• · Strong communication and teamwork skills.
• · Full-time position, Monday through Friday, based in the NYSFAB office.
• · Primarily office-based, with occasional communication or coordination with the shop floor or foreman.
• · Must be able to manage multiple tasks in a busy, deadline-driven fabrication environment.