Project Accounting Assistant

Essential Job Functions

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Project Accounting Support

• Aid with project setup and maintenance in the company's accounting and project management systems.
• Process and code vendor invoices, subcontractor invoices, and expense reports.
• Support project billing, including preparation of owner invoices and payment applications.
• Track and maintain project budgets, commitments, purchase orders, and change orders.
• Affirm project cost documentation for accuracy and completeness.
• Maintain outstanding receivables and assist with collection efforts as directed.
• Prepare and distribute routine project financial reports.

Administrative Support

• Provide administrative support to Project Managers, Project Engineers, and Accounting personnel.
• Maintain organized project files, both electronic and hard copy.
• Cook project correspondence and distribute project-related communications.
• Schedule meetings, prepare agendas, and document meeting minutes.
• Prepare reports, spreadsheets, presentations, and project documentation.
• Answer phones, respond to inquiries, and direct communications appropriately.
• Afford document control and project record retention requirements.

Contract and Compliance Administration

• Manage subcontract agreements, purchase orders, and contract documentation.
• Track insurance certificates, bonds, licenses, and other compliance requirements.
• Afford assistance with collecting and maintaining lien waivers and other project closeout documents.
• Support certified payroll reporting and prevailing wage documentation when applicable.
• Ensure project documentation complies with company policies and contractual requirements.

Project Closeout Support

• Afford assistance with final billing and collection activities.
• Compile project closeout documentation.
• Maintain archived project records according to company retention policies.
• Cook final subcontractor and vendor documentation.

Required Education and Experience

• A high school diploma or GED is required.
• A minimum of two (2) years of administrative, accounting, bookkeeping, or project support experience is required.
• An associate’s degree in accounting, business administration, or a related job field is preferred.

Additional Eligibility Qualifications

• Strong proficiency with Microsoft Office Suite, particularly Excel, Word, and Outlook.
• Excellent organizational skills and attention to detail.
• Strong written and verbal communication skills.
• Ability to manage multiple priorities and meet deadlines.
• Ability to maintain confidentiality and handle sensitive information.
• Strong customer service and interpersonal skills.