Project Accounting Assistant

Job Description:

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

1. Project Accounting Support

• Assist 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.
• Assist with job cost reporting and project financial reconciliations.
• Review project cost documentation for accuracy and completeness.
• Monitor outstanding receivables and assist with collection efforts as directed.
• Prepare and distribute routine project financial reports.

2. Administrative Support

• Provide administrative support to Project Managers, Project Engineers, and Accounting personnel.
• Maintain organized project files, both electronic and hard copy.
• Coordinate 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.
• Assist with document control and project record retention requirements.

3. Contract and Compliance Administration

• Maintain subcontract agreements, purchase orders, and contract documentation.
• Track insurance certificates, bonds, licenses, and other compliance requirements.
• Assist 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.

4. Project Closeout Support

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

5. Complete assigned and required training for this role. 

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

Work Environment

This position will be conducted in a temperature controlled professional office environment, with moderate noise. The role will routinely use standard office equipment such as computers, phones, photocopiers, and scanners.

Physical Demands
While performing the duties of this role, the employee is regularly required to talk, listen sit, walk, reach, kneel, stoop, crouch, and use hands and fingers to handle or feel and to operate a computer and telephone keyboard, and maintain visual acuity. The employee may occasionally be required to lift and/or carry lightweight objects under 20 pounds.

Expected Hours of Work
Full time, standard 40-hour work week applies. Overtime may be required, or for hourly positions with prior manager approval.

Travel
Minimal travel required. Majority of travel done during work hours; overnight stays may be required.

Required Education and Experience

1. High School Diploma or GED required.

2. Associate’s degree in accounting, business administration, or a related job field.

3. Minimum two (2) years of administrative, accounting, bookkeeping, or project support experience.

-or-

4. Equivalent combination of the above education, training, and experience.

Preferred Education and Experience  

1. Associate’s degree in accounting, business administration, or a related job field.

2. Experience in the construction industry.

3. Experience supporting project accounting, billing, or contract administration.

4. Familiarity with construction industry terminology, contracts, and project processes.

5. Experience with accounting and project management software preferred (Viewpoint Vista, Procore, or similar).

Additional Eligibility Qualifications

1. Strong proficiency with Microsoft Office Suite, particularly Excel, Word, and Outlook.

2. Excellent organizational skills and attention to detail.

3. Strong written and verbal communication skills.

4. Ability to manage multiple priorities and meet deadlines.

5. Ability to maintain confidentiality and handle sensitive information.

6. Strong customer service and interpersonal skills.

The Christman family of companies is an Affirmative Action/Equal Opportunity Employer that is committed to diversity. All qualified applicants will receive consideration for employment without regard to age, color, national origin, race, religion, sex, sexual orientation, gender identity, protected veteran status, or disability status. Applicants must be authorized to work for any employer in the U.S. We are unable to sponsor or take over sponsorship of an employment Visa at this time.As part of our company policy, this position requires successful completion of pre-employment screening, including but not limited to drug and background screening.

Notice to Recruiting Agencies (Unsolicited Resumes): The Christman Company does not accept unsolicited resumes from agencies. Please do not forward unsolicited agency resumes to our applicant tracking system, website, or to any Christman employee/affiliates. Any unsolicited resumes sent to Christman employees or its' affiliates will be considered property of The Christman Company and will be processed accordingly. Christman will NOT pay a fee for any placement resulting from the receipt of an unsolicited resume without an executed agreement and assigned to a specific search.