US Payroll Specialist

For more than 60 years, our client has partnered with thousands of customers as a trusted contractor for the inspection and installation of fire sprinkler, fire alarm, security, life safety and low voltage systems.

They are rapidly growing and currently have more than 20 locations in 11 states. Their corporate headquarters are in Richmond, Virginia.

POSITION SUMMARY:

Were looking for a proactive, detail-obsessed Certified Payroll Specialist to lead and continuously improve our certified payroll reporting process. This role supports U.S.-based construction projects, ensuring full compliance with Davis-Bacon and other prevailing wage requirements across multiple states.

This isn't just a data entry position. We need someone who knows how a good certified payroll process should run and isn't afraid to help build it. You'll work with existing payroll exports and project data, but were looking for someone who can help refine templates, optimize workflows, and identify scalable, low-friction tools to take the process from functional to flawless.

DUTIES AND RESPONSIBILITIES:

• Prepare and submit certified payroll reports weekly, ensuring full compliance with federal and state prevailing wage laws.
• Review payroll exports, job classifications, hours, and wage/fringe rates to verify accuracy before submission.
• Complete WH-347 forms, Statement of Compliance, and other state- or GC-specific templates using clean, auditable data.
• Suggest and implement improvements to the reporting workflow templates, automation, file handling, and tracking tools.
• Track and maintain wage determinations, project compliance documentation, and employee classification mappings.
• Support new project setup for certified payroll, ensuring templates and wage rules are ready from day one.
• Monitor submission portals (e.g., GC portals, state systems) and ensure timely delivery and confirmation.
• Communicate with internal teams to clarify jobsite details or report corrections.
• Contribute to a central knowledge base or SOP guide for certified payroll best practices.

REQUIREMENTS:

• 2+ years preparing certified payroll reports for U.S.-based construction companies.
• Proven track record supporting Davis-Bacon, prevailing wage, and/or union reporting.
• Experience managing or improving certified payroll workflows.

SKILLS & TOOLS:

• Strong Excel skills, plus comfort using forms, templates, trackers, and automations.
• Ability to recommend and work with light tech solutions (e.g., automated spreadsheets, Google Forms, low-code tools, SFTP workflows) to streamline reporting.
• High attention to detail and the ability to manage high-volume weekly reporting with consistency.
• Clear and professional written English and must be able to correspond confidently with U.S.-based stakeholders.
• Comfortable asking questions, proposing solutions, and escalating issues proactively.

WORK SETUP:

• Stable internet connection and secure workspace.
• Must be willing to work on a U.S. time zones for communication with
• onshore team.