Assistant Project Accountant

About the Role

The Assistant Project Accountant provides full-cycle administrative and financial support for assigned project teams, with primary ownership of purchase order and subcontract processing from setup through closeout. This role works closely with Project Accountants, taking on administrative tasks and compliance follow-up so the broader accounting team can operate efficiently and accurately. Customer service is central to the position: the Assistant Project Accountant is often the first point of contact for subcontractors, suppliers, and project teams on purchase order, subcontract, and compliance questions, and is expected to represent Tarlton with professionalism, responsiveness, and a genuine willingness to help.

Success requires strong organizational habits, the ability to follow established processes consistently, and a proactive, service-minded approach to identifying and resolving issues before they become problems.

Responsibilities

• Purchase Order & Subcontract Administration
  • Own full-cycle processing of purchase orders and subcontracts, including setup, data entry, routing for signature, distribution, revisions/change orders, and closeout.
  • Verify purchase order and subcontract data for accuracy against approved buyout, contract values, and scope prior to issuance.
  • Assist with project closeout activities, including final documentation collection and file organization.
• Customer Service & Communication
  • Serve as a responsive, professional point of contact for subcontractors, suppliers, and project teams, answering questions and resolving issues promptly and courteously.
  • Respond promptly and thoroughly to inquiries from project teams, subcontractors, and suppliers regarding purchase order, subcontract, or compliance status, treating every request as a priority.
  • Build and maintain positive working relationships with subcontractors, suppliers, and internal teams through clear, courteous, and reliable communication.
• Compliance & Documentation
  • Track subcontractor and vendor compliance requirements, including insurance certificates, lien waivers, and certified payroll, and follow up proactively and courteously on missing or deficient items.
  • Maintain organized, up-to-date project files for purchase orders, subcontracts, contracts, and related change documentation.
• Project Accounting Support
  • Assist Project Accountants with day-to-day administrative needs, including document preparation, data entry, filing, and correspondence.
  • Support billing preparation and accounts payable/receivable activities as needed, helping identify and resolve documentation discrepancies.
  • Prioritize a high-volume workload effectively, maintain accuracy under deadline pressure, and take ownership of assigned tasks through completion.
• Perform other duties as assigned.

Requirements

• High school diploma required; Associate degree in Accounting, Finance, Business, or related field preferred, or equivalent administrative/construction experience.
• Prior administrative, clerical, or accounting support experience preferred; construction industry experience a plus.

Skills

• Experience with construction accounting or project management systems (Viewpoint, Procore, GCPay, or Oracle-based systems) preferred but not required.
• Strong proficiency in Microsoft Office applications, particularly Excel.
• Working knowledge of, or willingness to learn, purchase order and subcontract administration processes.

Work Environment

• Work is normally performed in a typical interior/office work environment where the noise level is usually quiet.
• May occasionally work from a jobsite trailer or owner-designated office location where the noise level can be loud due to heavy equipment, jackhammers, pneumatic tools, etc.
• Limited exposure to physical risk; may occasionally lift and/or move up to twenty-five pounds.
• While performing the duties of this job, the employee is required to sit, talk, and hear. Occasionally required to stand, walk, use hands, reach, stoop, or kneel.
• Specific vision abilities include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.
• May require shifts or extended hours depending on project demands, including evening, nights, and weekends.

Benefits

• Complex, high-impact projects with experienced teams.
• Strong partnership between field and project management.
• Safety-first culture and high standards of quality.
• Competitive compensation and comprehensive benefits.
• Long-term career growth.

Core Competencies

• Leadership & Team Development: Provides clear direction, sets expectations, holds others accountable, and develops team members through coaching and support.
• Stand Behind Our Word and Work: Follows through on commitments, takes ownership of results, and ensures work meets high standards of quality and professionalism.
• Cultivate Clients for Life: Builds trust-based relationships through responsiveness, clear communication, and understanding of client needs.
• Build a Safe and Caring Environment: Promotes a safety-first culture, proactively manages risks, and looks out for others.
• Gets the Job Done: Takes ownership, removes obstacles, prioritizes effectively, and drives work forward to achieve results.
• Communication and Collaboration: Communicates clearly and works effectively across teams to build trust and alignment.
• Develops and Adapts: Seeks feedback, learns from experience, and adjusts to changing conditions and project needs.