Project Accounting Coordinator II

Overview

This role is responsible for the project billing process, including responding to client inquiries and verifying employees’ chargeable time in accordance with established accounting standards and billing policy. Work is remote, preferably in the Central or Eastern time zone.

Responsibilities

Leadership and Direction

• Perform work under moderate supervision.
• Receive direction on moderately complex assignments, tasks, and execution.
• 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.

Operational and Company Level

• Develop and maintain strong relationships with both 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.

Billing, Invoicing, and Project Support

• Perform project set-up for new projects.
• Manage the monthly invoicing process for projects, including:
  • Monitoring and maintaining timely client and company invoice due dates or various bill schedules for T&M and fixed fee professional services.
  • Coordinating and issuing timely draft invoices to and from multiple Project Managers.
  • Processing billing edits, including transfers, labor adjustments, comments, etc.
  • Proofing and issuing final invoices to clients.
  • Preparing and submitting supporting client invoice documents, including AIA forms, schedule of values, various exhibits, and 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.

Reconciliation, Collections, and Communication

• Perform project account reconciliations, ad hoc requests, and all closeout activities.
• Review aged accounts and facilitate collection activities (phone calls, emails, meetings, or other efforts) that drive down WAID and reduce AR provisioning.
• Provide recommendations and direction to cash clerks to manage and apply cash applications.
• Communicate regularly with clients to facilitate resolution of disputes or claims.

Cross-Functional Collaboration and Audit Support

• Act as a liaison between operations and corporate accounting functions, including accounts payable, financials, timesheets, and related processes.
• Assist with annual financial audit preparation as needed.

Requirements

• 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.

Compensation & Benefits

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

Comprehensive benefits may include:

• 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 role, preferably in the Central or Eastern time zone.

Physical Demands and Working Environment

• Primarily an indoor professional office environment, which may include bright/dim light, noise, fumes, odors, and traffic.
• Mobility around an office environment.
• Frequent and prolonged use of standard office equipment (computer, phone, 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.

Additional Information

• Management reserves the right to modify, add, or remove duties from particular jobs and to assign other duties as necessary at any time with or without notice.
• Equal opportunity employment: all qualified applicants will receive consideration without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or protected veteran status.
• Commitment to maintaining a drug and alcohol-free workplace.