Payroll & AP Specialist

• Location: Coppell, Texas
• Type: Dallas:Fin/Acct/HR:Direct Hire
• Job #10937

Position Overview

Our client is a growing company at the intersection of technology and live entertainment, delivering innovative experiences nationwide. The Payroll & AP Specialist will own payroll processing and accounts payable, including biweekly payroll for approximately 80 employees and weekly payments for a seasonal contractor workforce. This role will also manage job-cost allocations, reconcile information across multiple systems, and provide backup support for essential AR and HR functions.

Key Responsibilities

W-2 Payroll

• Process biweekly payroll for approximately 80 hourly and salaried employees
• Pull and reconcile time and attendance data from When I Work
• Coordinate payroll inputs from multiple invoicing and reporting platforms
• Troubleshoot employee Paychex issues, including account access, tax forms, and employee setup
• Allocate payroll expenses accurately by class and job
• Support employee transitions and payroll-system changes as needed

Contractor Payments

• Process weekly payments for approximately 50 to 500 contractors, depending on seasonal demand
• Onboard contractors through Paychex before their first payment
• Pull and reconcile payment information from multiple reporting, invoicing, and time-tracking sources
• Troubleshoot contractor Paychex account issues
• Allocate contractor expenses by class and job
• Identify opportunities to automate and improve manual payment processes

Accounts Payable

• Enter bills in QuickBooks and route them for approval and payment
• Reconcile company credit cards and review Expensify submissions
• Process vendor and contractor payments with the appropriate job-cost allocations
• Manage contractor invoicing and help improve related processes
• Coordinate wire payments with banking partners as needed

Additional Responsibilities

• Provide backup support for customer invoicing, payment follow-up, and Certificate of Insurance requests
• Assist with basic HR administration, including onboarding and I-9 verification
• Support other accounting and administrative projects as assigned

Qualifications

• Two to four years of payroll and accounts payable experience
• Experience processing payroll using information from multiple systems
• Hands-on experience with Paychex or a similar payroll platform
• Proficiency with QuickBooks
• Experience with When I Work or another scheduling and time-tracking platform is preferred
• Familiarity with contractor payment workflows, high-volume weekly processing, and job costing
• Strong attention to detail and ability to meet recurring payroll and payment deadlines
• Ability to reconcile data accurately across multiple systems and sources

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