Job Description
Job DescriptionSalary:
Position Summary
The Payroll & Labor Compliance Coordinator is responsible for processing accurate and timely payroll, administering HR support functions, managing payroll tax obligations, and ensuring compliance with union agreements and applicable labor regulations. This role is critical to the day-to-day operations of Air Controls and requires a high degree of accuracy, confidentiality, and attention to detail in a construction industry environment.
Key Responsibilities
Payroll Processing
- Process weekly payroll for field and office employees, including hourly, salaried, and union employees
- Maintain accurate employee payroll records including new hires, terminations, pay changes, and garnishments
- Administer certified payroll reporting for prevailing wage and public works projects
- Reconcile payroll reports and resolve discrepancies in a timely manner
- Coordinate with project managers and field supervisors to verify hours and job cost coding
Payroll Tax Compliance
- Prepare and file federal, state, and local payroll tax returns (941, SUTA, W-2s, etc.)
- Ensure timely payroll tax deposits and remittances
- Monitor changes in payroll tax regulations and update withholding as required
- Coordinate with the CFO on multi-state payroll tax obligations (Montana, Wyoming, Utah, and other applicable states)
- Respond to tax agency notices and resolve payroll tax discrepancies
Union & Labor Compliance
- Administer union payroll in accordance with applicable collective bargaining agreements (CBAs)
- Calculate and remit union fringe benefit contributions (health & welfare, pension, apprenticeship, etc.) accurately and on time
- Prepare and submit union compliance reports to applicable trust funds
- Maintain current knowledge of CBA wage scales, classifications, and working rules
- Assist with union audits and respond to requests from union representatives
- Track employee certifications, apprenticeship hours, and journeyman status as required
HR Administration Support
- Assist with onboarding new employees including I-9 verification, direct deposit setup, and benefits enrollment
- Maintain employee personnel files in compliance with recordkeeping requirements
- Support open enrollment and administration of employee benefits programs
- Track PTO, sick leave, and other leave accruals and balances
- Assist management with HR documentation including offer letters, disciplinary records, and separation paperwork
- Support workers' compensation reporting and recordkeeping
Qualifications
Required
- 2+ years of payroll processing experience, preferably in construction or a related trade industry
- Working knowledge of federal and state payroll tax laws and filing requirements
- Experience with union payroll and fringe benefit remittances
- Proficiency in payroll software; experience with construction accounting software (Foundation, Viewpoint, or similar) preferred
- Strong Excel skills and comfort working with numbers and data
- High degree of accuracy and attention to detail
- Ability to handle confidential information with discretion
Preferred
- Experience with certified payroll / prevailing wage reporting (LCP Tracker, Davis-Bacon, or similar)
- Familiarity with multi-state payroll (Montana, Wyoming, Utah)
- Associates degree or higher in accounting, business, or related field preferred
Working Conditions
- Office-based position at Air Controls Billings, Montana facility
- Standard business hours with occasional additional hours at period-end close or during peak project activity
- Frequently handles time-sensitive deadlines; ability to prioritize and manage multiple tasks required
Air Controls is an equal opportunity employer. This job description is not an exhaustive list of duties and responsibilities.