Project Accountant

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Description

We are seeking a detail-oriented and proactive Project Accountant to support our growing engineering firm. This role is critical to project financial management, billing accuracy, compliance, and collaboration with project managers and external partners. The ideal candidate has experience with project-based accounting in the AEC industry, thrives in a fast-paced environment, and is comfortable working within Deltek Vantagepoint or similar project accounting systems.

Key Responsibilities

Project & Contract Accounting

• Set up and maintain new projects in the accounting system, including budgets, billing terms, project structures, and contract details
• Review client and subconsultant contracts to ensure accurate setup of billing requirements, retainage, payment terms, and compliance provisions
• Coordinate contract execution and administration using DocuSign and ensure contract data integrity is maintained in Deltek Vantagepoint
• Work closely with project managers to review and update contract information, project status, and financial performance

Billing, Accounts Receivable & Cash Management

• Prepare, review, and issue accurate and timely client invoices in accordance with contract terms and company policies
• Apply and track cash receipts and maintain accurate accounts receivable records
• Perform AR follow-up, resolve billing discrepancies, and communicate with clients and internal teams to ensure timely collections
• Monitor aging reports and support cash flow management for assigned projects

Subconsultant Accounting & Invoice Management

• Review and approve subconsultant invoices in accordance with corporate procedures
• Verify invoice accuracy against executed agreements, contract terms, and project records in Deltek Vantagepoint
• Route subconsultant invoices through appropriate approval workflows and ensure timely processing
• Maintain accurate records of subconsultant costs to support project budgets, reporting, and audit requirements
• Monitor subconsultant accruals and coordinate with project teams to ensure costs are properly reflected in project financials

Project Financial Reporting & Analysis

• Support monthly financial close and reporting activities by preparing and maintaining key project financial metrics
• Maintain a working knowledge of Work in Process (WIP), project backlog, and accrued costs to support accurate revenue recognition and forecasting
• Analyze budgets versus actual performance and collaborate with project managers on corrective actions as needed
• Support proactive project financial management by ensuring data accuracy, consistency, and compliance within Deltek Vantagepoint

Lien, Compliance & Documentation Management

• Prepare, track, and manage lien waivers in compliance with contractual and statutory requirements
• Coordinate with internal teams and external partners to obtain the required documentation for lien releases
• Maintain organized, complete electronic project files, including contracts, invoices, supporting documentation, and administrative records
• Ensure all documentation is stored in accordance with company standards, retention policies, and audit requirements

Administrative & Communication Support

• Manage and monitor the accounting email inbox, responding to internal and external inquiries in a timely and professional manner
• Serve as the primary accounting point of contact for assigned projects
• Collaborate closely with project managers, leadership, and external stakeholders to support overall project success

Requirements

Qualifications

Required

• Associate’s or Bachelor’s degree in Accounting, Finance, or a related field (preferred)
• 2+ years of accounting or project accounting experience (AEC industry strongly preferred)
• Solid understanding of contract billing, invoicing, accounts receivable, and project financials
• Proficiency with accounting systems and Microsoft Excel
• Strong organizational, analytical, and communication skills with excellent attention to detail

Preferred

• Experience with engineering, architecture, or construction accounting
• Working knowledge of Deltek Vantagepoint, including project setup, WIP, billing, and reporting
• Familiarity with lien laws, lien waivers, and compliance processes
• Ability to manage multiple projects simultaneously in a deadline-driven environment