Administrative Executive – Accounts & HR (Construction Operations)

About MEICON

MEICON is a global construction project management firm redefining how infrastructure and building projects are delivered—driven by data, powered by technology, and built on the strength of diverse, high-performing teams.

We provide end-to-end services across design, estimation, remote engineering, project management, quality assurance, safety oversight, administrative operations, and digital construction controls. Our support helps U.S.-based firms scale operations efficiently, ensure compliance, and manage large-scale infrastructure projects with clarity and control.

Role Overview

MEICON is seeking a highly organized and detail-oriented Administrative Executive professional with strong accounting and human resources experience, particularly in supporting construction or infrastructure projects in the U.S and in India.

This role will be responsible for supporting operations including:

- Certified payroll review

- Government/Union wage compliance

- Vendor invoice and expense tracking

- Bookkeeping and financial reporting

- HR document management and coordination

The position will support day-to-day operations of India and U.S.-based construction projects from India, working closely with both field teams and senior leadership.

Key Responsibilities

Accounting & Finance:

• Process vendor invoices and match with purchase orders for approval cycles.

• Organize invoices by category (labor, materials, subcontractor, equipment) for accurate tracking.

• Manage accounts payable/receivable logs in QuickBooks or similar software.

• Assist in cost code assignment, expense validations, and reconciliation reports.

• Maintain version-controlled financial records for audits and reviews.

• Perform monthly bank reconciliation and close activities.

• Maintain ledgers and ensure accurate project-level tracking by cost code or activity type.

• Monitor and flag expenses that exceed approved quotas or budget guardrails.

• Generate weekly and monthly financial dashboards and reports for executive review.

• Ensure all financial operations follow U.S. accounting standards and DOL labor law requirements.

• Prepare audit-ready documentation for certified payroll and subcontractor compliance.

HR & Administrative Support:

• Prepare and track weekly timesheets and coordinate approvals with project teams.

• Assist in payroll entry and processing as per U.S. labor law standards.

• Review and submit certified payroll reports as per prevailing wage and NYC compliance requirements.

• Ensure union wage classifications, fringe benefits, and reporting are aligned with labor standards.

• Coordinate with subcontractors to ensure their certified payroll compliance and resolve discrepancies.

• Maintain digital records of employee documents, onboarding checklists, and training logs.

• Schedule internal and external meetings across time zones.

• Support digital filing systems including SharePoint, Drive, and contractor portals.

• Help prepare compliance documentation for audits, insurance renewals, and tax submissions.

• Provide real-time administrative support for invoice, payroll, and HR escalations.

• Assist in preparation of trackers, logs, and folders required for state or city infrastructure projects.

Required Qualifications

• Bachelor’s in Accounting, Finance, Business Administration, or a related field.

• 3–6 years in accounting, HR coordination, or administrative roles (preferably in construction/infrastructure).

• QuickBooks, Excel, Google Workspace, SharePoint, and familiarity with payroll platforms.

• Excellent written and spoken English; comfortable coordinating with U.S.-based clients, vendors and contractors.

• Willingness to work with overlapping hours with U.S. East Coast teams.

• High accuracy in data entry, document filing, and compliance record keeping.