Payroll & AP Specialist

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.

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

• 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

Thomas Edwards Group is an Executive Search Firm specializing in the direct hire and interim placement of Accounting, Finance, HR and IT professionals. We’ve been in business since 1997 and the Dallas Business Journal has ranked us a Top Search Firm in Dallas and one of the “Best Places to Work” multiple times. Thomas Edwards Group also made the Inc. 5000 list in 2016 and our award-winning team of Search Consultants, which rank among the best and most experienced in the area, includes MBAs, CPAs, former Big 4 Professionals, Controllers, IT Search Professionals, Finance/Banking, and Business Professionals.