Timekeeping & Payroll Coordinator

Flex Business Solutions is a Tirana-based company with an international team supporting major construction projects in the New York tri-state area — including scaffolding, hoist, sidewalk shed, and related construction services on some of New York City’s busiest jobsites.

ABOUT THE ROLE

We are looking for a Timekeeping & Payroll Coordinator to join our Payroll department and own the daily audit and approval of crew timecards. Every day, field crews clock in and out across many active jobsites; your job is to make sure every hour is recorded against the right job, backed by the right documentation, and approved on time so payroll and job costing are accurate.

You will work closely with field supervisors, foremen, project coordinators, and the payroll and accounting teams, following up quickly on missing punches, mismatched jobs, and incomplete paperwork before they become payroll errors.

Detyrat

WHAT YOU WILL DO

• Review daily clock-in / clock-out records for all crews and reconcile them against scheduled jobs, crew assignments, and field reports.
• Audit timecards for missing punches, duplicate entries, incorrect job or cost codes, overtime, and unusual hours, and resolve discrepancies with supervisors.
• Coordinate every day with field supervisors and foremen to confirm who worked, where, and for how long.
• Collect, check, and file the documentation that supports each shift — sign-in sheets, daily reports, time-off requests, and corrections.
• Approve verified timecards within payroll deadlines and escalate anything that cannot be resolved in time.
• Maintain accurate employee records related to timekeeping: job assignments, schedules, absences, and approved changes.
• Prepare daily and weekly reports on hours worked, exceptions, attendance, and unresolved items for payroll and management.
• Support the payroll team with pre-payroll checks and answer employee and supervisor questions about hours and timecards.
• Help improve timekeeping procedures and make sure company policies are applied consistently across all crews.

Kualifikimet

WHAT WE ARE LOOKING FOR

• 1–3 years of experience in payroll, timekeeping, HR administration, workforce coordination, or a similar role — construction or field-based industries a strong plus.
• Excellent written and spoken English; you will communicate daily with US-based field teams.
• Strong Microsoft Excel skills and comfort working with timekeeping or payroll systems.
• High attention to detail and the persistence to chase down every missing punch and signature.
• Clear, direct communication with people in the field who are busy and on the move.
• Strong organization and the ability to work to fixed daily and weekly deadlines.
• Discretion and confidentiality when handling employee and payroll data.

NICE TO HAVE

• Experience with construction crews, jobsite scheduling, or job costing.
• Familiarity with US payroll concepts such as overtime rules and certified payroll.
• Spanish language skills.

WHAT SUCCESS LOOKS LIKE

• Timecards are audited and approved on time, every pay period, with no surprises at payro
• Hours are always charged to the correct job, and exceptions are caught the same day.
• Supervisors know exactly what documentation is expected and when.
• Payroll and management get clear, accurate daily and weekly reports they can act on.

Shënime