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Payroll & Accounts Payable Specialist
Payroll & Accounts Payable SpecialistPfluger Architects • Austin, TX, United States
Payroll & Accounts Payable Specialist

Payroll & Accounts Payable Specialist

Pfluger Architects • Austin, TX, United States
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Payroll & Accounts Payable Specialist

Department : Finance

Employment Type : Full Time

Location : Austin, Texas

Description

The Payroll and Accounts Payable Specialist is a key driver of Pfluger's financial integrity and efficiency, ensuring accurate and timely processing of payroll and vendor payments. This individual has an eye for detail and a solutions-oriented mindset and plays a key role in maintaining compliance with company policies. He / she will collaborate across departments and offices, while striving to continuously improve financial processes and instill best practices. This role will contribute to our culture of excellence and continuous improvement.

Role & Responsibilities :

Leadership & Organizational Alignment

  • Embody Pfluger's core values. Consistently demonstrate the principles of Do What's Right, Build Synergy, Make a Difference, and Never Settle in all professional activities.
  • Foster a culture of collaboration and professional development.

Payroll & Compensation

  • Oversee and process payroll for up to 150 employees bi-weekly using external third-party processor, (Paylocity or similar) ensuring accuracy, timeliness, and compliance with tax regulations.
  • Maintain payroll records and ensure compliance with payroll-related tax filings and reporting.
  • Work with People & Culture to administer employee compensation structures, benefits deductions, reimbursements, and direct deposit setup.
  • Collaborate with People Leaders regarding timely approval of weekly timesheets and employee reimbursements as submitted in the company's ERP,
  • Address payroll discrepancies, resolve issues efficiently, and serve as the primary point of contact for payroll inquires.

    • Accounts Payable & Vendor Management

  • Review and process vendor invoices and code expenses to projects or departments in accordance with company policies and approval workflows.
  • Respond to external vendors and internal teams regarding accounts payable.
  • Prepare weekly check runs, ACH and wire payments (approximately 40 transactions per week),
  • Verify the accuracy of vendor invoices and confirm that the correct general ledger and project codes are used.
  • Maintain compliance with vendor and consultant W-9 documentation and 1099 reporting requirements.
  • Support month-end closing by preparing AP accruals and reconciliations.

    • Credit Card Management

  • Extract transaction details from the firm's credit card procurement system, ensuring proper employee usage and coding.
  • Upload transactional details into the firm's ERP system.

    • Financial Operations & Accounting

  • Conduct account reconciliations to ensure financial integrity.
  • Maintain accurate historical financial records by organizing and filing documents.
  • Provide support during internal and external audits by organizing documentation and addressing inquiries.
  • Contribute to process improvements for payroll and AP workflows.
  • Maintain confidentiality of sensitive payroll and financial data.

    • Experience & Qualifications :

  • Alignment with Pfluger's purpose of "inspiring people to create a more meaningful human experience," with a commitment to continuous learning and improvement.
  • Exceptional attention to detail and organizational abilities to ensure accurate record-keeping.
  • Proficiency with project based accounting / ERP systems is preferred (Deltek VantagePoint a plus).
  • Proficiency in Microsoft Excel, including the ability to create and maintain account reconciliation details. Experience in Architecture, Construction, or Project Management is a plus.
  • Excellent written and verbal communication skills, with a service oriented approach.
  • Ability to collaborate effectively across multiple departments and offices.
  • Experience with expense management systems is preferred (Concur, RAMP, Expensify)
  • Minimum of three years of progressive payroll processing experience.
  • Associates or Bachelor's degree in Accounting, Finance or a related field is preferred.

    • Location :

    The Payroll and Accounts Payable Specialist must be prepared to commute to Pfluger's local office 3 times per week and as required to Pfluger's other offices.

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