Payroll and Accounts Payable Coordinator - Grapevine, TX

With more than 75 years of experience in the industry, Pilot Thomas Logistics is the premier provider of fuel, lubricants and chemicals to the Energy, Marine, Mining and Industrial markets. The corporate headquarters are located in Grapevine, Texas and there are more than 850 team members located throughout North America allowing us to provide high quality products and outstanding services to our valued customers.

Position Summary:

This is a hybrid role which includes both payroll and accounts payable functions.  Responsible for processing payroll, ensuring timely, accurate and effective processing of payroll disbursements for all team members in compliance with federal, state and local tax regulations and requirements, as well as internal policies and procedures. These responsibilities include payroll processing, accounting, reporting and compliance.  This position will also be responsible for assisting with and processing vendor payments, including managing utilities accounts, and working with a third party on telecommunications accounts.

Essential Responsibilities:

  • Prepare the weekly/bi-weekly payroll information by entering payroll data into Workday (WD) payroll system.
  • Review to ensure all city, state and federal pay rules are executed correctly.
  • Assist team members with tax withholdings elections and direct deposit changes, which includes assisting with pay cards on an as needed basis.
  • Assist with managing payroll email inbox to facilitate answers to team member’s questions.
  • Evaluate and maintain the WD payroll system to ensure Pilot Thomas Logistics (PTL) needs are met.
  • Audit data inputs for accuracy, make necessary corrections and ensure all audit controls are met.
  • Generate system reports and validate data each time information is changed in WD (i.e. new hires, transfers, terminations, department changes, pay changes, adjustments to vacation, sick and personal hours, etc.).
  • Manage child support and garnishment orders.
  • Prepare off-cycle checks for final separation payments, ensure accuracy and prompt delivery in accordance with PTL policies.
  • Ad hoc payroll tasks as assigned.
  • Maintain team member confidence and protect payroll operations by keeping information confidential.
  • Assist in processing regular payment runs to vendors.
  • Respond to vendor inquiries.
  • Manage utilities accounts for all locations.
  • Work with third party to ensure that telecommunication invoices are processed and paid timely.

Other Functions:

  • Special projects as requested
  • Perform other duties as assigned

Minimum Requirements:

  • 2+ years’ related experience or business knowledge.
  • Multi-state tax experience a plus.
  • Proficient with Excel, Word and Outlook.
  • 10-key by touch data entry proficiency.
  • Highly effective interpersonal and communication skills.
  • Ability to work on multiple projects simultaneously and balance demands of changing priorities.
  • Team player with the ability to handle extremely confidential information with a high degree of professionalism.


  • High school diploma or GED required
  • Associate’s degree preferred

Working Conditions:

  • Requires working in an office setting, with long periods of time sitting
  • May be required to lift, push, or pull materials weighing up to ten (10) pounds.
  • May be required to sit and review information on a computer screen for long period of time.
  • May require repetitive motions of the hands and wrist related to writing and typing at an electronic keyboard.
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