Project Payroll Specialist

What is the Opportunity?

The Project Payroll Specialist will report to the Project Payroll Supervisor and indirectly to the Payroll Manager. The role provides comprehensive support to the payroll team across multiple functions, ensuring compliance with legislative requirements in all jurisdictions with a focus on US operations.

What You'll Do Here

• Responsible for entering daily payroll via approved timesheets in SAP.
• Perform administrative and clerical duties to maintain current and accurate records for Timekeeping, Project Controls, etc.
• Collect, and verify daily labour timesheets for data Payroll entry and processing.
• Responsible for the Time and Attendance System employee onboarding, off boarding, daily attendance reconciliations.
• Aid the site manager and superintendents in tracking analysis and forecasting of ongoing projects.
• Cook with the Time and Attendance System team to maintain shifts, rosters, etc.
• Maintain filing system for payroll documents in accordance with auditing procedures.
• Maintain documents for employee information including labour qualifications and certifications, training, etc.
• Aid Project Controls in tracking, monitoring, and analyzing productivity data and project costs where applicable.
• Support and validate hours/payroll for salaried and hourly employees across multiple states, ensuring accurate and timely payroll execution in accordance with established payroll calendars.
• Ensure compliance with U.S. federal, state, and local payroll legislation, including IRS regulations, FLSA requirements, state wage and hour laws, unemployment insurance, and statutory reporting obligations.
• Maintain and apply up-to-date knowledge of U.S. payroll laws, tax regulations, and legislative changes; assess impacts and support implementation of required system or process updates to remain compliant.
• Support multi-state payroll setups and maintenance and ongoing compliance requirements.
• Administer payroll adjustments and support off-cycle payment requests, including corrections, retroactive pay, bonuses, terminations, and manual checks, ensuring proper taxation and documentation.
• Support and monitor wage garnishments, levies, and court-ordered deductions, ensuring accurate calculations, timely remittances, and compliance with federal and state regulations.
• Reconcile payroll data and reports, supporting payroll audits, internal controls, and downstream financial processes such as general ledger interfaces and balance sheet reconciliations.
• Partner with HR, Finance, and external payroll vendors, providing payroll expertise, resolving discrepancies, and supporting audits, acquisitions, and system enhancements.
• Respond to employee payroll inquiries, delivering clear guidance on pay, taxes, deductions, and year-end forms (e.g., W-2s), while maintaining confidentiality and data integrity.

  What You Bring To The Team

  • A minimum of 5 years of US Payroll experience APA Certification an asset
  • ADP HCM, SAP payroll and reporting systems an assets
  • Demonstrated experience with U.S. multi-state payroll processing and federal payroll compliance
  • Strong working knowledge of IRS regulations, FLSA, state tax laws, unemployment insurance, and garnishment rules
  • Experience supporting payroll audits, regulatory inquiries, and compliance reporting
  • Technical expertise, advanced proficiency with Microsoft Office, Power Automate, Power BI and Business Objects, advanced Excel required
  • Strong analytical and problem-solving skills
  • Excellent interpersonal and communications skills (written and verbal)
  • Knowledge of requirements for payroll tax registrations for U.S.
  • Adequate organizational skills, including balancing multiple responsibilities and effectively meeting deadlines
  • Proven ability to work independently as well as with a team
  • Strong business acumen and understanding of organizational structures and functions
  • Analytical thinking skills to systematically break down issues & determine root cause

  Aecon

  Aecon fosters diversity, inclusion and belonging within and across our organization. We consider all applicants for positions without regard to race, color, religion, sex, national origin, age, mental or physical disabilities, veteran status, and all other characteristics protected by law. We are committed to adhering to the objectives and requirements outlined in the Equal Employment Opportunity Commission (EEOC), and to meeting the accessibility needs of persons with disabilities in a timely manner, through the implementation of the requirements of the EEOC and its applicable regulations. Appropriate accommodation under the EEOC will be provided upon request throughout the interview and hiring process.