Accounting & Admin Support

Our client is a US-based pipeline construction and environmental services company that supports infrastructure and emergency-response projects across the United States. As they grow, they need a detail-oriented Accounting & Administrative Support professional to provide hands-on help across two core functions: accounting operations and day-to-day administrative coordination.

This is a hybrid-function role — someone equally comfortable with numbers and with paperwork. On the accounting side, the primary focus is payroll calculations and supporting the broader accounting function. On the administrative side, you'll handle the operational and organizational work that keeps a busy contractor running. The person who thrives here is dependable, accurate, and able to shift seamlessly between accounting support and administrative responsibilities throughout the day.

You'll work directly alongside the owner and accounting team in a fully remote, async-friendly environment. The work is meaningful: in a field-services business, payroll accuracy and timely vendor coordination directly affect crews getting paid correctly and projects staying on schedule. Within your first 90 days, success means payroll inputs you've verified flow through cleanly, AP/AR is current and well-documented, and the team relies on you to catch errors before they reach finalization.

Responsibilities

Payroll Support & Calculations (core function)

• Assist with payroll calculations for employees and contractors — hours worked, overtime, deductions, and net pay
• Verify timesheets, attendance records, and payroll inputs for accuracy before processing
• Ensure payroll data is entered correctly into the payroll or accounting system
• Flag discrepancies, missing data, or unusual entries for review before payroll is finalized
• Track payroll records and maintain organized payroll documentation
• Support year-end payroll activities, including W-2 preparation support and reporting as directed

General Accounting Support

• Assist with accounts payable and receivable — entering invoices, tracking payments, following up on outstanding balances
• Perform accurate, consistent data entry into the accounting system
• Support monthly bank and account reconciliations by gathering and organizing documentation
• Maintain organized financial records, receipts, and transaction documentation
• Generate basic financial reports and summaries as directed

Administrative Support

• Manage scheduling, correspondence, and document management
• Organize and maintain digital files in a clean, retrievable format
• Draft and send professional emails on behalf of the team as directed
• Handle and route incoming communications appropriately
• Coordinate meetings, appointments, and calendar logistics
• Prepare documents, reports, and supporting materials as needed

Client & Vendor Coordination

• Communicate professionally with clients and vendors on invoices, payments, scheduling, and inquiries
• Follow up on outstanding documents, approvals, or information to keep operations moving
• Maintain organized records of all interactions and commitments

• Experience in an accounting support, bookkeeping, or payroll processing role
• Solid understanding of payroll concepts: gross pay, deductions, overtime, and net pay calculations
• Strong data entry skills with a high degree of accuracy and attention to detail
• Proficiency in Microsoft Excel or Google Sheets for calculations, tracking, and basic reporting
• Comfort working with accounting or payroll software (QuickBooks or similar a strong plus)
• Strong organizational skills and the ability to manage accounting and administrative tasks simultaneously
• Excellent written and verbal English communication for internal and client-facing correspondence
• Self-directed and reliable in a fully remote work environment

Nice to Have

• Experience with payroll platforms such as QuickBooks Payroll, Gusto, Paylocity, or Paychex
• Familiarity with accounts payable and receivable workflows
• Background supporting a small to mid-sized business in a dual accounting/administrative capacity
• Accounting certificate, associate degree, or coursework in Accounting, Finance, or Business Administration
• Experience supporting a principal, owner, or accounting manager in a service-based business