Office Administrator – Payroll and Accounting

Position Summary

The Office Administrator – Payroll and Accounting plays a vital role in supporting the daily administrative, payroll, and accounting functions of Spivey Services. This position serves as the first point of contact for visitors and callers, while also ensuring accurate payroll processing, timekeeping, and financial recordkeeping. The ideal candidate is detail-oriented, organized, and capable of balancing front-office responsibilities with back-office financial tasks.

Key Responsibilities

• Payroll Support
• Assist with processing weekly payroll (traditional and certified) for field crews including drivers, technicians, and flaggers
• Maintain and audit timekeeping systems; verify time entries, resolve discrepancies, and track PTO and overtime
• Support the preparation and distribution of pay stubs and assist with tax filings and audits
• Maintain accurate and confidential payroll records in compliance with federal, state, and local regulations
• Reception & Front-Office Administration
• Greet visitors and clients, manage check-ins, and direct guests appropriately
• Answer, screen, and forward incoming calls using a multi-line phone system
• Monitor and respond to inquiries in the general email inbox from customers and vendors
• Coordinate incoming and outgoing mail, manage office supply inventory, and maintain front-office organization
• Operational Coordination & Communication
• Act as a liaison between field staff and office personnel to relay messages and scheduling updates
• Support the Operations team by updating records related to job sites, equipment rentals, and traffic control plans
• Assist with data entry, file maintenance, and internal reporting as needed
• Compliance & Office Support
• Assist with HR and compliance-related tasks such as onboarding documentation, license tracking, and drug screen coordination
• Maintain confidentiality and professionalism in all personnel-related matters
• Support document retention and compliance with company policies and procedures
• Accounting Support (Accounts Payable)
• Assist with accounts payable functions including invoice processing, vendor communication, and payment tracking
• Support reconciliation of vendor statements and resolve discrepancies in a timely manner
• Help maintain accurate financial records and assist with reporting as needed
• Collaborate with the accounting team to support scalable financial operations as the company grows
  
  

Qualifications

• High school diploma or equivalent required; associate’s degree in business or accounting preferred
• 2+ years of experience in payroll, accounting, or administrative support roles
• Familiarity with payroll systems and timekeeping software (e.g., QuickBooks, ADP, or similar)
• Strong communication and organizational skills
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook)
• Ability to handle sensitive information with discretion