Job Description

JOB DESCRIPTION

Job Title: Operations & Administrative Coordinator

Location: St. Charles, MO (In Office)

Schedule: Full-Time | Monday-Friday

Type: Full-Time

Compensation: Competitive hourly pay based on experience

ABOUT CPAY STAFFING & RECRUITING

CPAY Staffing & Recruiting is growing, and we’re looking for a highly organized, detail-oriented Operations & Administrative Coordinator to help keep our business running smoothly behind the scenes.

This is not an accounting position and it is not a recruiting position. Instead, this role serves as the operational backbone of our company, ensuring payroll, billing, onboarding, compliance, timesheets, job postings, and administrative processes are completed accurately and on time.

If you enjoy creating order from chaos, staying ahead of deadlines, solving problems, and making sure nothing falls through the cracks, this may be the perfect opportunity for you.

At CPAY, we believe in building strong teams and helping people thrive by connecting the right person, with the right job, at the right time. We’re a locally owned staffing and recruiting firm that values accountability, communication, integrity, and results.

KEY RESPONSIBILITIES

Payroll & Employee Administration

• Process weekly payroll accurately and on time
• Review, verify, and audit employee timesheets for accuracy
• Maintain payroll records, employee information, and related documentation
• Assist with employee onboarding and new hire paperwork
• Complete E-Verify and other employment-related compliance requirements
• Maintain confidentiality of employee and company information

Billing, Accounts Receivable & Collections

• Generate and distribute client invoices
• Monitor outstanding invoices and assist with collection efforts
• Respond to client billing inquiries and resolve discrepancies
• Maintain accurate billing records and documentation
• Support administrative accounting functions and reporting

Candidate Onboarding & Compliance

• Coordinate onboarding paperwork for new employees
• Ensure all required employment and compliance documents are completed
• Maintain electronic employee files and documentation
• Track expiration dates and required updates for employee records
• Assist with audits and compliance reporting as needed

ATS & Recruiting Administration

• Maintain accurate candidate records within the Applicant Tracking System
• Format resumes and candidate profiles for client presentation
• Create and manage job postings across multiple platforms
• Schedule interviews and assist with candidate communications
• Monitor applicant flow and update recruiting records

Operations & Administrative Support

• Manage timesheet collection and approval processes
• Perform data entry, reporting, and record maintenance
• Maintain organized digital and physical filing systems
• Support office administration and daily business operations
• Assist leadership with special projects and process improvements
• Identify opportunities to improve efficiency and streamline workflows

WHAT WE’RE LOOKING FOR

• Experience in payroll, accounts receivable, accounts payable, office administration, staffing, bookkeeping support, or a related administrative role preferred
• Strong attention to detail and commitment to accuracy
• Excellent organizational and time-management skills
• Ability to manage multiple priorities and deadlines simultaneously
• Strong written and verbal communication skills
• Proficiency with Microsoft Office and cloud-based business software
• Experience with payroll systems, ATS platforms, or CRM software is a plus
• Professional, dependable, trustworthy, and self-motivated
• Comfortable working independently in a fast-paced environment
• Process-oriented mindset with a desire to improve efficiency

WHY JOIN CPAY?

• Play a key role in a growing local business
• Variety of responsibilities with meaningful impact
• Supportive and collaborative work environment
• Direct access to leadership and decision-making
• Competitive compensation based on experience
• Paid Time Off
• Health Insurance Reimbursement Available
• Paid Holidays after eligibility requirements are met

ABOUT OUR MISSION

We build strong teams and help people thrive by connecting the right person, with the right job, at the right time.