Payment Administrator

Contractor Payments

• Receive and review invoices from about 130 domestic and international contractors, checking each against the contractor’s current agreement for rates, scope, and terms.
• Flag discrepancies between invoices and contracts to HR and follow them through to resolution.
• Route expenses to the right managers for approval and confirm approvals are documented before payment.
• Track invoice submissions and follow up promptly on missing or late invoices.
• Enter invoices and payment details accurately in QuickBooks.
• Schedule and send monthly contractor payments by ACH, wire, and other methods, plus occasional off-cycle payments, working with a secondary reviewer who approves each payment batch.
• Maintain contractor payment records and verify any changes to banking details before processing payments.
• Send contractors regular updates on submission deadlines, payment timing, and process changes.
• Serve as the first point of contact for contractor payment questions, answering them clearly, professionally, and promptly.

Employee Payroll

• Process bi-weekly payroll in ADP for a small employee group (fewer than 10 people).
• Include approved expense reimbursements in payroll runs.
• Answer employee questions about pay, deductions, and reimbursements.

Annual 1099 Process

• Lead year-end 1099 preparation and filing for domestic contractors, including collecting and verifying W-9s, reconciling payment totals, and distributing forms on time.
• Collect and maintain W-8BEN and W-8BEN-E forms for international contractors and confirm they are excluded from 1099 reporting.

Process Improvement

• Identify manual, repetitive steps in the invoice, approval, and payment workflow and propose ways to streamline or automate them.
• Implement approved improvements with the Accounting Manager’s support, such as invoice intake tools, approval workflows, automated reminders, or QuickBooks integrations.

What will you bring

• 3+ years of experience in payroll, accounts payable, or contractor and vendor payments.
• Hands-on experience with ADP and QuickBooks.
• Experience processing ACH and wire payments, including international payments, currency conversion, and cross-border wire requirements.
• Strong attention to detail, with a track record of accurate, on-time payments.
• A proven track record of making payroll or payables processes more efficient, such as automating invoice intake, approvals, reminders, or reconciliations.
• Excellent written communication and a customer-service mindset.
• Ability to manage high-volume, recurring deadlines with little supervision.
• Discretion in handling confidential financial and personal information.
• Experience with 1099 preparation and filing, and with W-8BEN and W-8BEN-E forms, is a strong plus.