Project Accounting Coordinator II

Overview

The organization is seeking a Project Accounting Coordinator II to join the team on a remote basis, preferably in the Central or Eastern time zone.

Responsibilities

Leadership and Direction

• Perform work under moderate supervision; receive direction on moderately complex assignments.
• Work is frequently reviewed by more senior staff to ensure application of sound techniques and principles.
• Review work produced by junior staff for quality assurance.

Project Billing and Operational Support

• Develop and maintain strong relationships with internal and external clients to support a productive working environment.
• Assist and work with the Project Manager to ensure accurate and timely billing.
• Design and implement processes to improve cash flow and reduce receivables.
• Monitor and negotiate the collection of overdue accounts.

Project Accounting Work

• Perform project set-up for new projects.
• Manage the monthly invoicing process for projects, including:
  • Monitor and maintain timely client and company invoice due dates or various bill schedules for T&M and fixed fee professional services.
  • Coordinate and issue timely draft invoices with multiple Project Managers.
  • Process billing edits, including transfers, labor adjustments, comments, etc.
  • Proof and issue final invoices to clients via email.
  • Prepare and submit supporting client invoice documents, including AIA forms, schedule of values, various exhibits, partial and final liens.
• Review vendor and subcontractor invoice processes.
• Attend external client meetings or webinars to understand, register, and comply with third-party portals required for contracting and invoicing.
• Set up accounts and maintain an understanding of various client portals used for invoice submission.
• Handle client/vendor requests, including vendor forms, ACH authorizations, W-9s, and certificates of insurance.
• Perform project account reconciliations, ad hoc requests, and support close out.
• Review aged accounts and facilitate collections activities (phone calls, emails, meetings, or other activities) that reduce WAID and help reduce AR provisioning.
• Provide recommendations and direction to Cash Clerks to manage and apply cash applications.
• Communicate regularly with clients to resolve issues related to disputes or claims.
• Serve as a liaison between operations and corporate accounting functions, including accounts payable, financials, and timesheets.
• Assist with annual financial audit preparation as needed.

Qualifications

• Bachelor’s degree in accounting or commensurate relevant experience.
• Three or more (3+) years of experience preferred; any experience in accounting/finance is a plus.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Previous experience in the engineering/construction or services industry is required.
• Proven track record and knowledge of working with accounting systems such as Deltek Vantagepoint.

Preferred Qualifications

• Experience in accounting/finance (preferred but not required beyond the overall experience expectations).

Success Metrics and Competencies

• Ability to work independently and within a team environment.
• Effective communication with all levels of the organization and external partners.
• High degree of discretion and ability to manage highly confidential information.
• Strong sense of urgency in responding to constituents.
• Self-reliance and ability to operate independently with limited direction.
• Ability to manage multiple time-sensitive tasks.
• Data analysis and interpretation skills.
• Strong written and verbal communication skills.
• Highly motivated, problem-solving attitude.

Compensation & Benefits

• Salary and eligible variable compensation (if any) commensurate with experience.
• Hourly Range: $25.50 – $31.75, includes a comprehensive benefits package.

Comprehensive Benefits Package Includes

• Medical, dental, vision, life, and disability insurance
• 401(k) retirement savings plan with company match
• Paid time off, sick leave, and paid holidays
• Tuition reimbursement and professional development support
• Discretionary bonuses and other performance-based incentives
• Employee Assistance Program (EAP), wellness initiatives, and employee discounts

Eligibility for certain benefits may vary based on position, location, and employment status.

Location

Remote work, preferably in the Central or Eastern time zone.

Physical Demands and Working Environment

• Primarily indoor professional office environment; may include bright/dim light, noise, fumes, odors, and traffic.
• Mobility around an office environment.
• Frequent and prolonged use of standard office equipment such as computers, phones, photocopiers, filing cabinets, and fax machines.
• Occasional lifting or carrying up to 20 pounds.
• Occasional pushing or pulling up to 20 pounds.
• Occasional reaching outward or above shoulder.