Staff Accountant

POSITION SUMMARY

The Staff Accountant is responsible for full-cycle accounting execution for GreyHawk Design & Fabrication, with primary ownership of project accounting, accounts payable, accounts receivable, purchasing transactions, warranty accounting, and job cost tracking related to fabrication and custom equipment projects.

This role ensures accurate financial records from project initiation through completion, including vendor purchasing, customer billing, inventory usage, and warranty activity. The Staff Accountant serves as the financial point of contact for operations, vendors, and customers and plays a critical role in maintaining accurate project files, supporting production timelines, and providing management with reliable financial data.

PRINCIPAL DUTIES AND RESPONSIBILITIES

Project Accounting & Job Cost Management

• Own financial setup, tracking, and closeout for fabrication and custom equipment projects.
• Maintain accurate project records for labor, time, parts, supplies, outside purchases, and subcontracted services.
• Process sales orders, purchase orders, invoices, credits, and all accounting data entry for active projects.
• Track project costs against estimates and budgets; analyze variances and communicate findings to leadership.
• Measure project performance to identify inefficiencies, cost overruns, and improvement opportunities.
• Maintain Work-in-Progress (WIP) schedules and support accurate revenue recognition.
• Prepare project profitability and cost reports for management.

Accounts Payable

• Process all vendor invoices, including PO and non-PO invoices, ensuring accuracy and proper coding.
• Perform three-way matching (purchase order, packing slip, invoice) where applicable.
• Assist with vendor setup and manage vendor statements and discrepancy resolution.
• Reconcile AP subledger to the general ledger and maintain organized supporting documentation.

Accounts Receivable & Billing

• Prepare and issue customer invoices, including milestone-based and progress billing for fabrication projects.
• Review project documentation prior to invoicing to ensure accuracy and completeness.
• Apply customer payments and credits accurately.
• Monitor accounts receivable aging and follow up on past-due balances.
• Communicate directly with customers regarding billing questions, adjustments, and payment status.

Purchasing, Inventory & Production Support

• Create and process purchase orders for project materials and outside services to meet production timelines.
• Order parts for projects and maintain appropriate inventory levels in coordination with operations.
• Track inventory usage by project and ensure accurate accounting for materials and adjustments.
• Support inventory counts, reconciliations, and valuation accuracy.

Warranty Administration

• Manage the warranty claims process from initiation through resolution.
• Coordinate with vendors and internal teams on warranty documentation and parts replacement.
• Ensure proper accounting treatment for warranty-related credits, expenses, and recoveries.
• Maintain organized warranty files and reporting.

Stakeholder Communication & Coordination

• Serve as the primary financial contact for customers, vendors, and internal stakeholders regarding project status, billing, purchasing, warranty matters, and required adjustments.
• Communicate expected deliverables, documentation needs, and financial impacts related to projects.
• Work closely with operations, engineering, and assembly teams to ensure alignment between financial records and production activity.

General Ledger & Month-End Close

• Prepare and post journal entries, accruals, and adjustments related to projects, inventory, and operations.
• Reconcile inventory and WIP accounts.
• Support month-end and year-end close processes.
• Maintain accurate records to support audits and internal controls.

Process Improvement & Accountability

• Identify opportunities to improve accounting efficiency, project visibility, and cost controls.
• Maintain strong organization, documentation, and attention to detail across all accounting functions.
• Uphold company policies, accounting standards, and internal controls.

KNOWLEDGE, SKILLS, AND ABILITIES

• Associate’s or Bachelor’s degree in Accounting or Finance preferred.
• 3–6 years of accounting experience; fabrication, manufacturing, or job-cost accounting experience strongly preferred.
• Proven experience owning AP, AR, and general ledger accounting.
• Strong understanding of purchasing, inventory, and project accounting workflows.
• Experience with Sage or similar ERP systems.
• Advanced Excel skills.
• Highly organized, detail-oriented, and comfortable managing multiple priorities.
• Strong communication skills and confidence working cross-functionally.
• Self-starter with strong motivation to take ownership of responsibilities and drive projects forward.
• Solution-oriented and proactive in identifying issues and implementing effective resolutions.
• Personable, reliable, ethical, and adaptable to changing conditions and priorities.
• Ability to operate in a fast-paced environment requiring multitasking and strong organizational skills.
• Superior problem-solving and communication skills.
• Strong attention to detail and accuracy.
• Excellent customer service skills with a strong sense of commitment to both the customer and the Company’s core principles.
• Adaptable and flexible, with time management skills and the ability to prioritize effectively.
• Helpful, positive attitude with consistent follow-up and follow-through.
• Able to work independently with minimal supervision.
• Knowledge and experience with heavy equipment, mining equipment, systems, engines, and components is desirable.
• Competency in Microsoft applications including Word, Excel, and Outlook, as well as project management platforms such as SmartSheet.
• Experience with accounting software programs like Sage, Great Plains, Peachtree, etc.