Operations, Payroll Support Assistant

The Operation/Payroll Support Assistant is responsible for supporting the regional operational team in managing and administering systems, maintaining project files and accounts, assisting in processing Payroll and supporting the broader office through administrative support.  The broad spectrum of duties includes Systems administration, Operations Support, Office Management and Payroll Processing Support. 

System Administration

- Manage HH2 Payroll System projects on all sites, including establishing new user access, issuing all password resets, adding new employees to designated payroll groups.

- Ensure accurate assignment of payroll approval paths, maintaining any updates or changes on all jobs.

- Ensure all laborer, carpenter, and operator time is entered correctly each week and coded correctly based on union/non-union hour review. Ensure hours are approved by the client every week, escalating to the PM team when hours go unapproved.

- Provide payroll processing support to Payroll Managers.

- Manage fuel card requests and distribution.

Operations Support

- Open jobs in HH2, Rental Results, etc., and coordinate with the accounting team and PM team on cost code openings. Respond to new cost code requests/openings as needed.

- Manage the active job list in HH2, reviewing for job closures.

- Communicate with Suffolk teams for requests, prioritizing needs for the department.

- Save all job labor back-up files for the Accounting/PM team for all West Coast projects weekly.

- Run ad hoc reporting as needed, including job labor reports.

- Coordinate and schedule regional weekly operations meetings.

Office Management/Admin Support

- Assist in maintaining office supplies in common areas, including placing orders when needed and working with the facilities team to maintain reception, telephone extension lists, copy machines, and conference rooms. Field incoming calls for the Boston office and serve as a backup for the main line.

- Receive mail and packages daily, sign for and record packages, and sort and process all incoming U.S. mail and interoffice mail. Distribute mail and packages to all appropriate persons and/or departments/divisions.

- Manage all outgoing mail and outgoing courier service needs for associates and departments/divisions. Monitor supplies for the postage machine and ensure funds/proper coding.

- Assist with document storage, including the coordination of retrieval, archiving documents, and record-keeping.

- Process and prepare expenses/coding for all regions/executive, office, and field staff.

- Provide admin support to Liberty operations/leadership team as needed.

• Proficient in basic administrative functions and skilled in the use of office equipment and computer software including Microsoft Word, Excel and Outlook.
• Ability to manage and prioritize tasks/projects with little supervision.
• Excellent written and verbal communication skills.
• 4-year college degree or equivalent work experience desired.
• Construction background preferred, but not necessary.
• Professional appearance and manner.
• Ability to travel to various job sites.

General office working conditions with some exposure and time on the physical job site and/or in the construction trailer. Job site walking.

Liberty provides equal employment opportunities to all employees and applicants for employment without regard to race, color, religion, sex, sexual orientation, pregnancy or maternity, national origin, citizenship, genetic information, disability, protected veteran, gender identity, age or any other status protected by law.  This policy applies to recruiting, hiring, transfers, promotions, terminations, compensation, benefits, and all other terms and conditions of employment.  Liberty will not tolerate any unlawful discrimination toward, or harassment of, applicants or employees by anyone at Liberty , or anyone working on behalf of Liberty.