Project Accountant

About the role

The Project Accountant is a key member of the finance team, responsible for maintaining accurate financial records across a portfolio of active construction projects in the HVAC, plumbing, and electrical trades. This individual applies percentage-of-completion (POC) accounting principles to ensure revenue, costs, and gross margin are recognized in accordance with GAAP and company policy.

Responsibilities

• Calculate and record monthly revenue recognition using the cost-to-cost POC method in compliance with ASC 606 and internal policies.
• Collaborate with project managers to obtain accurate estimates-to-complete (ETC) and ensure projections reflect current field conditions.
• Identify and escalate projects with margin fade, cost overruns, or scope changes that impact the POC calculation.
• Prepare and post monthly journal entries for over/under billings, revenue accruals, and job cost adjustments.
• Prepare, review, and distribute monthly WIP schedules for all active projects across HVAC, plumbing, and electrical divisions.
• Reconcile WIP balances to the general ledger and resolve discrepancies in a timely manner.
• Analyze overbilled and underbilled positions; flag contracts at risk and communicate findings to project and operations leadership.
• Maintain historical WIP data to support trend analysis and forecasting.
• Set up new jobs in the accounting system, including cost codes, contract values, and budget structures.
• Process and code subcontractor invoices, material purchases, equipment charges, and labor allocations to the correct job and cost phase.
• Review time sheets and payroll allocations to ensure labor costs are accurately captured at the project level.
• Monitor committed costs and purchase orders against approved budgets; alert project managers to variances.
• Prepare and submit AIA-format (G702/G703) progress billings, T&M billings, and lump-sum applications for payment.
• Track contract values, approved change orders, pending change orders, and claim items; maintain up-to-date contract logs.
• Monitor accounts receivable for assigned projects; follow up on outstanding invoices and coordinate with project managers on collections.
• Review and process subcontractor pay applications, including lien waiver collection and conditional/unconditional tracking.
• Aid in the preparation of monthly, quarterly, and annual financial statements and management reports.
• Provide project-level gross margin analysis and variance explanations to operations and senior leadership.
• Support year-end audit and bonding/surety requests by preparing project schedules, WIP documentation, and supporting workpapers.
• Manage the external audit process end-to-end, serving as the primary point of contact for external auditors; coordinate the timely preparation and delivery of all requested schedules, reconciliations, and supporting documentation.
• Liaise directly with external auditors to address inquiries, clarify accounting positions, and resolve open items efficiently, ensuring the audit progresses on schedule and with minimal disruption to operations.
• Conduct internal pre-audit reviews of project financials, WIP schedules, and job cost reports to identify and remediate potential issues before external audit fieldwork begins.
• Maintain thorough audit-ready workpapers and documentation throughout the year, ensuring all project accounting entries are supported and traceable.
• Develop ad hoc financial analyses and dashboards as requested by management.
• Evaluate existing accounting procedures and controls, recommend enhancements, and lead implementation of best practices across the project accounting function.

Qualifications

• Required: Bachelor's degree in Accounting, Finance, or a related field.
• Minimum 7–10 years of project accounting experience in the construction, mechanical, or specialty trade contracting industry.
• Demonstrated hands-on experience with percentage-of-completion accounting and WIP schedule preparation.
• Strong working knowledge of GAAP as applied to long-term construction contracts (ASC 606).
• Proficiency with construction accounting software (e.g., Sage 300 CRE, Viewpoint Vista, Foundation, Spectrum, or similar); experience with NetSuite ERP strongly preferred.
• Advanced Microsoft Excel skills, including pivot tables, VLOOKUP/XLOOKUP, and financial modeling.
• Exceptional attention to detail with the ability to manage multiple projects simultaneously under deadline pressure.
• Effective written and verbal communication skills; comfortable presenting financial data to non-financial stakeholders.

Preferred

• Experience in HVAC, plumbing, electrical, or mechanical contracting specifically.
• Familiarity with AIA billing documents, lien waivers, and subcontract administration.
• CPA or CPA candidate designation.
• Experience supporting surety bonding and external financial audits.