Project Accounting Assistant

Key Responsibilities

• Billing & Accounts Receivable
• Prepare and submit project invoices in accordance with contract terms and project milestones.
• Perform weekly follow-up on upcoming or projected billing items to ensure invoicing readiness.
• Process AR credits and billing reversals as needed to maintain accurate customer accounts.
• Reconcile invoicing discrepancies and support AR-related functions.
• Project Setup & Financial Maintenance
• Set up new projects in the ERP system, including budgets, labor/equipment rates, retainage settings, and required billing configurations.
• Complete new customer setup within the ERP to support billing activities.
• Maintain accurate project financial data throughout the project lifecycle.
• Process budget updates, contract modifications, and change orders.
• Prepare project closeouts by ensuring all financial components are complete and accurate.
• ERP & Financial Data Accuracy
• Enter and maintain accurate project financial information in the ERP system.
• Ensure project documentation is complete, organized, and audit-ready.
• Conduct regular ERP project reviews with Project Managers to validate billing accuracy, financial alignment, and project status.
• Forecasting Support & Reporting
• Partner with Project Managers and the Project Controller to support revenue timing and provide projected billing inputs.
• Aid in validating financial accuracy within project reports and ensuring revenue aligns with project progress.

Qualifications

• Education and Experience:
• Associate’s degree in Accounting, Finance, Business, or related field.
• 3–5 years of experience in project billing, project accounting, or cost analysis.
• Skills:
• Strong understanding of project financial workflows (billing methods, budgets, project setup, retainage, and change orders).
• Proficiency with ERP systems and the ability to maintain accurate financial data.
• Proficient in Microsoft Office Suite, primarily with mid to high level excel formulations.
• Demonstrated ability to work independently with minimal supervision.
• High attention to detail and strong organizational and documentation skills.
• Demonstrated ability to manage multiple projects across varying stages and deadlines.
• Effective communication and collaboration skills.

Preferred Experience

• Experience in manufacturing, engineering, construction, or other project-based environments.
• Experience with percent-complete or contract-based billing structures.
• Familiarity with WBS structures and project budget management.
• Experience with Encompix or similar project-based ERP systems.
• Exposure to multi-entity or multi-segment billing environments.
• Experience with Mexico financial practices and billing.