Payroll Coordinator

Talentify; Illinois; On-site; USD 68,770,000 - 83,097,000; Full time

Job summary

Aston Carter seeks a detail-oriented Payroll Coordinator / Project Biller to join our accounting team in Willowbrook, IL. This contract-to-hire role handles multi-state payroll, union reporting, and construction project billing with strong organizational skills and a service mindset.

Responsibilities include end-to-end payroll, union reports, AIA billing, and maintaining ERP-recorded costs. Onsite, full-time with competitive benefits and potential growth within the accounting group.

Qualifications

• 1+ year of payroll processing experience preferred.
• Experience with union payroll or union benefit reporting is a plus.
• Construction billing, project accounting, or construction industry experience strongly preferred.
• Associate degree in Accounting, Finance, Business, Economics, Mathematics, or related field required.
• Experience with certified payroll reporting, AIA billing, and progress billings is highly desirable.
• Proficiency in Microsoft Excel, Word, Outlook, and ERP systems.
• Strong analytical, organizational, and problem-solving skills.
• Excellent communication skills and ability to work collaboratively across departments.
• Ability to manage multiple priorities while maintaining accuracy and attention to detail.

Responsibilities

• Process end-to-end multi-state payroll accurately and on schedule.
• Maintain employee payroll records, including tax withholdings, garnishments, and tax levies.
• Review payroll data to ensure compliance with company policies and regulatory requirements.
• Respond to employee payroll inquiries and provide exceptional internal customer support.
• Prepare and submit union benefit reports in accordance with union requirements.
• Maintain organized payroll documentation and records.
• Prepare and manage AIA G702/G703 payment applications and schedules of values.
• Process contract and time-and-material (T&M) billings accurately and timely.
• Generate certified payroll reports, MBE/DBE reports, and other project compliance documentation.
• Collaborate with project managers to collect billing information and resolve discrepancies.
• Prepare monthly invoices, pre-bills, and final client billings.
• Review and collect subcontractor and supplier lien waivers.
• Ensure project costs are accurately coded and recorded within the ERP system.
• Assist with progress billings, change orders, and project accounting documentation.
• Monitor project cash flow and communicate collection concerns when needed.

Skills

Payroll processing

Multi-state payroll

Union payroll reporting

Construction billing

ERP systems

Excel

Analytical skills

Communication skills

Organizational skills

Deadline management

Education

Associate degree in Accounting/Finance

Tools

AIA G702/G703

Certified payroll software

Job description

Payroll Coordinator / Project Biller

We are seeking a detail-oriented Payroll Coordinator / Project Biller to join our accounting team. This dual-role position is responsible for processing multi-state payroll, supporting union reporting requirements, and managing construction project billing activities. The ideal candidate will have strong organizational skills, a customer-service mindset, and the ability to manage multiple deadlines in a fast-paced environment.

Position Overview

We are seeking a detail-oriented Payroll Coordinator / Project Biller to join our accounting team. This dual-role position is responsible for processing multi-state payroll, supporting union reporting requirements, and managing construction project billing activities. The ideal candidate will have strong organizational skills, a customer-service mindset, and the ability to manage multiple deadlines in a fast-paced environment.

Key Responsibilities

Payroll Administration

• Process end-to-end multi-state payroll accurately and on schedule.
• Maintain employee payroll records, including tax withholdings, garnishments, and tax levies.
• Review payroll data to ensure compliance with company policies and regulatory requirements.
• Respond to employee payroll inquiries and provide exceptional internal customer support.
• Prepare and submit union benefit reports in accordance with union requirements.
• Maintain organized payroll documentation and records.

Project Billing & Construction Accounting

• Prepare and manage AIA G702/G703 payment applications and schedules of values.
• Process contract and time-and-material (T&M) billings accurately and timely.
• Generate certified payroll reports, MBE/DBE reports, and other project compliance documentation.
• Collaborate with project managers to collect billing information and resolve discrepancies.
• Prepare monthly invoices, pre-bills, and final client billings.
• Review and collect subcontractor and supplier lien waivers.
• Ensure project costs are accurately coded and recorded within the ERP system.
• Assist with progress billings, change orders, and project accounting documentation.
• Monitor project cash flow and communicate collection concerns when needed.

Qualifications

• 1+ year of payroll processing experience preferred.
• Experience with union payroll or union benefit reporting is a plus.
• Construction billing, project accounting, or construction industry experience strongly preferred.
• Associate degree in Accounting, Finance, Business, Economics, Mathematics, or related field required.
• Experience with certified payroll reporting, AIA billing, and progress billings is highly desirable.
• Proficiency in Microsoft Excel, Word, Outlook, and ERP systems.
• Strong analytical, organizational, and problem-solving skills.
• Excellent communication skills and ability to work collaboratively across departments.
• Ability to manage multiple priorities while maintaining accuracy and attention to detail.

Work Environment

• Full-time, onsite position.
• Monday through Friday schedule.
• Collaborative accounting team environment with direct interaction across project management and operations.
• Occasional overtime may be required to meet payroll and billing deadlines.
• Comprehensive benefits package including medical, dental, vision, life insurance, 401(k) with company match, and paid time off.

Ideal Candidate

• Payroll Administration
• Multi-State Payroll Processing
• Union Payroll & Benefit Reporting
• Certified Payroll
• Construction Billing
• AIA G702/G703 Billing
• Progress Billing
• Project Accounting
• ERP Systems
• Microsoft Excele

Job Type & Location

This is a Contract to Hire position based out of Willowbrook, IL.

Pay and Benefits

The pay range for this position is $24.00 - $29.00/hr.

Individual compensation offered for this position within this range will depend on many factors, including qualifications, skills, relevant experience, job knowledge, geographic location, internal equity, and other pertinent job-related factors.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following:

• Medical, dental & vision
• Critical Illness, Accident, and Hospital
• 401(k) Retirement Plan - Pre-tax and Roth post-tax contributions available
• Life Insurance (Voluntary Life & AD&D for the employee and dependents)
• Short and long-term disability
• Health Spending Account (HSA)
• Transportation benefits
• Employee Assistance Program
• Time Off/Leave (PTO, Vacation or Sick Leave)

Workplace Type

This is a fully onsite position in Willowbrook,IL.

Application Deadline

This position is anticipated to close on Sep 18, 2026.

About Aston Carter

Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing Platinum Award winner for both client and talent service.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email [e-mail] for other accommodation options.

San Francisco Fair Chance Ordinance:

Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.

Massachusetts Lie Detector:

It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

Use of Artificial Intelligence (AI):

We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.