Payment Administrator

Overview

This is a fully remote, part-time contract role (about 40–50 hours per month) focused on payroll and payment operations. The role reports to the Accounting Manager and supports a small employee team (fewer than 10) and a network of about 130 independent contractors.

The work follows a predictable monthly rhythm, with the highest volume around invoice deadlines and payment dates. The ideal candidate is organized, comfortable working across multiple payment systems, and enjoys serving as a responsive point of contact for internal stakeholders.

Responsibilities

Contractor Payments (Main Focus)

• 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, responding 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 (e.g., invoice intake tools, approval workflows, automated reminders, or QuickBooks integrations).

Requirements

• 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 and a track record of accurate, on-time payments.
• Experience improving payroll/payables processes (e.g., 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.

Preferred Qualifications

• Experience with 1099 preparation and filing.
• Experience with W-8BEN and W-8BEN-E forms.

Compensation & Benefits

• Not specified in the job description.

Location & Time Zone

• 100% remote.
• Working hours should align with EST or CST time zones.

Interview Process

• 2 stages: an initial HR conversation, followed by a one-hour interview with a Senior Accounting Consultant.