Project Accounting Assistant

Morris Plains, NJ | $55,000-$65,000 salary | Hybrid - 3 days onsite / 2 days remote | First 2 months fully onsite training

About the Opportunity

We’re partnering with a well-established regional architecture, design, planning, and engineering firm with offices across the Northeast. The firm supports healthcare, education, community-focused, and mission-driven organizations by helping bring complex design and construction projects to life.

They’re looking for a Project Accounting Assistant to support project accounting, billing preparation, project setup, reporting, and financial coordination. This is a great opportunity for someone with an accounting, finance, business, or project administration background who enjoys being organized, working with numbers, supporting project teams, and improving processes.

This is not a high-level accounting leadership role. It is a hands-on support role for someone who can help keep projects clean, accurate, organized, and ready for billing.

Responsibilities

• Support the Project Accountant and Project Managers with project financial coordination.
• Set up and maintain projects within ERP/accounting systems.
• Help ensure project information, contract details, budgets, phases, tasks, and billing details are accurate.
• Assist with project closeout by keeping documentation, financial records, and required checklists organized.
• Update project status, workplans, budgets, hours, and task information as projects move forward.
• Prepare and distribute project status, workplan, and financial reports for internal teams.
• Support monthly billing preparation by gathering required documentation, approvals, and backup.
• Track consultant invoices and follow up on approvals to help avoid billing delays.
• Assist with processing and distributing monthly invoices.
• Help prepare post-billing reports and documentation.
• Review project financials and documentation for accuracy, missing information, or potential issues.
• Assist with AR reports, dashboards, graphs, and KPI tracking for project managers and leadership.
• Help coordinate weekly timesheet approvals and process time corrections before billing.
• Maintain organized project folders, records, emails, and financial documentation.
• Communicate with Finance, Operations, Project Managers, and consultants to keep projects moving smoothly.
• Support additional administrative, accounting, and reporting tasks as needed.

Requirements

• 3+ years of experience in accounting, finance, billing, project accounting, project administration, or business operations.
• Bachelor’s degree in Accounting, Finance, Business Administration, or a related field preferred.
• Strong computer skills, especially Excel and Word.
• Experience with ERP systems, accounting software, or project management systems.
• Experience with Deltek Vision or Deltek Vantagepoint is a strong plus.
• Experience in an architecture, engineering, construction, design, or project-based professional services firm is a plus.
• Strong attention to detail and ability to keep information accurate.
• Organized, deadline-driven, and able to manage multiple priorities.
• Strong written and verbal communication skills.
• Comfortable working with project managers, finance teams, operations teams, and consultants.
• Professional, dependable, team-oriented, and open to feedback.
• Ability to work onsite during training and follow the hybrid schedule after training.

Benefits

• $55,000-$65,000 salary
• Hybrid schedule after training
• Full-time, stable opportunity
• Hands-on training provided
• Exposure to project accounting, billing, finance, and operations
• Opportunity to work with project managers and leadership
• Professional office environment

Great role for someone looking to grow in project accounting or finance operations.