Billing, Payroll, and Operations Specialist

About the Role: We are looking for a detail-oriented

Billing, Payroll, and Operations Specialist to keep our daily business processes running smoothly. In this role, you will handle regular payroll cycles (including preparing certified payroll reports), issue invoices and track accounts receivable in QuickBooks, and maintain various administrative trackers. You’ll also coordinate with vendors and support our HR and safety programs. This position is ideal for someone with a knack for numbers, organization, and at least 3 years of experience in payroll or billing who enjoys wearing many hats in a dynamic environment.

Key Responsibilities

• Payroll Processing: Run weekly/bi-weekly payroll through Gusto, ensuring all employees are paid accurately and on time. Prepare certified payroll reports for prevailing wage projects and handle multi-state payroll requirements as needed.
• Billing & Invoicing: Generate and send out customer invoices using QuickBooks Online. Monitor accounts receivable, record payments, and follow up on overdue invoices to support healthy cash flow.
• Data Tracking & Administration: Update and maintain internal spreadsheets and trackers (e.g. project hours, compliance checklists, expense reports) with a high degree of accuracy. Assist in documenting and organizing important records related to finance and operations.
• Vendor Coordination: Work closely with vendors and subcontractors to collect necessary documentation (e.g. W-9s, certificates of insurance) and verify billing details. Resolve any billing or payment discrepancies in a timely manner.
• HR & Safety Support: Assist the team with HR operational tasks such as timecard approvals, onboarding paperwork, and benefits enrollment through our systems. Support safety program administration by tracking training completion, logging incidents, and coordinating safety meeting schedules.

Qualifications & Skills

• Experience: 3 years of experience in payroll, billing/accounts receivable, or office operations. Experience in the construction or engineering industry with certified payroll exposure is a plus.
• Education: Associate’s or Bachelor’s degree in Business, Accounting, or related field preferred (or equivalent work experience).
• Technical Skills: Proficiency in QuickBooks Online for invoicing and bookkeeping. Experience with payroll systems like Gusto (or similar) and strong Excel skills for tracking and reporting. Comfortable learning new software and using tools to manage benefits or safety records.
• Attention to Detail: High level of accuracy in handling financial data and compliance documents. Ability to follow detailed procedures and check your work to prevent errors.
• Communication & Teamwork: Good written and verbal communication skills. Friendly, professional demeanor with the ability to coordinate across departments and with external partners. Strong time management skills to juggle multiple responsibilities and meet deadlines.

This is a fantastic opportunity to contribute to a busy, supportive team and build your skills across finance and operations. If you thrive in a role where each day is a little different and love keeping things organized and on track, we encourage you to apply!

Job Type: Full-time

Pay: $55,000.00 - $70,000.00 per year

Benefits:

• 401(k) matching
• Health insurance
• Paid time off

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday

Ability to Commute:

• Roslyn, WA 98941 (Preferred)

Ability to Relocate:

• Roslyn, WA 98941: Relocate before starting work (Preferred)

Work Location: In person

Salary : $55,000 - $70,000