Associate Contract Specialist

Northern Architectural Systems (“NAS”) is a growth-minded, locally owned and operated company which is dedicated to servicing our customers. We offer high quality, energy-efficient fenestration and building façade solutions to meet the requirements of a demanding market, while remaining environmentally friendly. Northern Architectural Systems has been recognized by INC Magazine on the list of the top 5000 Fastest Growing Private Companies in America and as one of the top 50 Fasted Growing Companies in New Jersey by NJBIZ Magazine.

 Overview:

We are seeking an Associate Contract Associate to join our accounting team at our Teterboro, NJ facility. This role plays a key part in managing job costing, contract administration, and project financials, while also supporting a smaller portion of accounts receivable activities. The ideal candidate will be detail-oriented, proactive, and comfortable working cross-functionally with project managers, sales, and operations to ensure financial accuracy and contract compliance.

Contract and Project Accounting

• Review contracts, bids, and change orders for compliance with company policies, billing terms, sales tax, and retention requirements.
• Set up and maintain job cost structures in QuickBooks Enterprise, ensuring accurate tracking of budgets, costs, and profitability.
• Prepare and analyze monthly reports, including WIP schedules, project profitability, and cost variance reports.
• Partner with project managers to monitor contract progress and ensure financial alignment with project milestones.

Accounts Receivable and Billing (Supporting Role)

• Manage a smaller billing cycle, including preparing invoices, submitting them to clients, and following up on outstanding balances.
• Reconcile accounts receivable aging reports and escalate issues to the Controller as needed.
• Respond to client billing inquiries in a timely and professional manner.
• Assist with month-end and year-end closing processes related to receivables and revenue recognition.
• Administrative & Compliance Support
• Maintain complete and accurate project and contract documentation, both electronic and physical files.
• Support Controller with ad hoc reporting and special projects.
• Recommend and implement process improvements for contract and AR workflows.

Minimum Requirements:

• Bachelor's degree in Accounting, Finance, or Business (Associate's degree acceptable with equivalent experience).
• 1-2 years of experience in project accounting, contract management, or job costing (construction or manufacturing industry experience a plus).
• Proficiency in QuickBooks Enterprise and Microsoft Excel (pivot tables, VLOOKUPs, financial analysis).
• Strong understanding of contract terms, billing schedules, and basic revenue recognition.
• Excellent organizational skills, attention to detail and ability to manage multiple projects simultaneously.
• Strong written and verbal communication skills; able to work effectively with internal and external stakeholders.

Full-time position

Salary Range: $72,000 - $82,000 (commensurate with experience)

Medical, Dental and Vision benefits offered

PTO (Paid Time Off)

401(k)

Employee Training

Salary : $72,000 - $82,000