Project Accountant Admin

POSITION OVERVIEW:

The Project Accounting Admin plays a critical role in supporting oversight and administrative coordination for project-based work. This position is responsible for tracking compliance with internal controls and client requirements. The role involves close collaboration with project accountants. Strong attention to detail and organizational skills are essential, as the administrator will handle contract documentation. The ideal candidate will have a solid understanding of project lifecycle, and ERP systems. They must be proactive in identifying discrepancies and offering solutions to maintain accuracy. This role also supports audits and assists in compliance needs. Effective communication and time management are key to success in this dynamic, deadline-driven environment.

ESSENTIAL FUNCTIONS/RESPONSIBILITIES:

Vendor Invoice Processing & Payments

• Process & code high-volume vendor invoices on net 30 terms through Sage 300
• Verify accuracy of invoice coding, approvals, and supporting documentation
• Prepare weekly payment runs and ensure vendors are paid accurately and on time

Compliance & Documentation Management

• Assist Project Accountants in collecting missing compliance documents, including insurance certificates & Subcontractor Affidavits

Lien Waivers

• Request, review & approve subcontractor and supplier lien waivers in Procore
• Maintain organized filing of all lien-related documents for audit and project closeout

Preliminary Notices

• Enter newly received Preliminary Notices into Procore and maintain accurate filing and documentation for all projects

Vendor & Subcontractor Communication

• Follow up with subs and vendors regarding missing documents and outstanding compliance requirements
• Provide clear and professional communication to ensure timely processing of invoices and payments
• Provide updates on payments status from Vendors

Client Billing Support

• Assist with basic owner billing, including preparing simple pay applications, tracking approvals, and ensuring documents are submitted accurately and on time
• Provide support to Project Accountants during monthly billing cycles

General Accounting Support

• Support the Project Accountants with special projects, audit support, and general administrative accounting tasks as needed
• Assist PA lead and controller with month end tasks

EDUCATION AND EXPERIENCE REQUIREMENTS:

• 1–2 years of experience in construction accounting or a related accounting role preferred
• Knowledge of Preliminary Notices, Lien Waivers, Vendor Invoicing, and Client Billing required
• Experience with Sage 300 and Procore highly preferred
• Understand the aspects of job costing and commercial construction
• General Ledger accounting and experience
• Strong attention to detail and organizational skills
• Ability to manage multiple priorities and meet deadlines
• Excellent communication and follow-up skills
• Proficiency in Microsoft Office (Excel, Outlook, Word)
• Team-oriented mindset with a willingness to learn and grow

SKILLS, AND ABILITIES REQUIRED:

• Strong data entry and invoice processing skills with high accuracy
• Excellent organizational and record-keeping skills
• Strong written and verbal communication skills for interacting with vendors, subcontractors, and internal teams
• Proficiency in Microsoft Office, especially Excel, Outlook, and Word
• Effective time management skills with the ability to handle multiple tasks and deadlines
• Problem-solving skills with the ability to identify issues and escalate as needed

PHYSICAL REQUIREMENTS:

• Ability to lift and carry office materials and supplies weighing up to 25 pounds occasionally
• Occasional bending, stooping, reaching, pushing, and pullin to access files, office equipment, or supplies.
• Prolonged periods of sitting at a desk and working on a computer
• Regular use of hands and fingers for typing and handling documents
• Ability to stand and walk for short periods during meetings or while retrieving files and office materials
• Frequent reading of documents, computer screens, extended screen time throughout the workday
• Ability to communicate clearly and effectively, both verbally and in writing, in person and via phone or virtual platforms
• Maintain focus, accuracy, and attention to detail while working under deadlines and managing multiple priorities
• Position is primarily performed in an indoor, professional office environment

IT REQUIREMENTS:

• General knowledge and understanding of Microsoft Office Technology
• Teams/SharePoint/Outlook for Email/Word/Excel/PowerPoint
• ProCore
• SAGE and all sage Programs
• General ability to utilize cellular phone/iPad or Tablet/Laptop for Work Purposes