Project Accounting Coordinator

Instrata Technologies • Trenton, New Jersey • Contractor

Posted on Sat, Oct 3, 2026

Job Summary: Responsible for supporting the financial administration of projects throughout the project lifecycle. Key responsibilities include monitoring project budgets, tracking expenses, coordinating billing, assisting with monthly work-in-progress (WIP) reporting, and facilitating project openings and closings. This role works closely with project managers, Finance, and other stakeholders to ensure accurate project financial reporting and consistent administration in accordance with company policies and procedures. Job Duties and Responsibilities

Set up new projects in the ERP system in accordance with company policies and procedures, including required project billing, taxability, and supporting documentation
Maintain project taxability documentation, including applicable sales and use tax exemption certificates and forms (e.g., ST-8, ST-13); coordinate with project managers, customers, and accounting to obtain required documentation and ensure appropriate support is maintained for project tax treatment
Facilitate project financial closeout, including change orders, committed costs, labor costs, final billing, and retention
Coordinate with project managers and clients to prepare and distribute billing documents and ensure timely and accurate billing for project deliverables
Prepare regular project financial reports for project managers, senior management, and other stakeholders
Review and verify invoices for alignment with contractual agreements, project requirements, and milestones
Assist with project cost analysis to assess profitability and overall financial performance
Enter and maintain change orders in the ERP system
Partner with Legal and Operations to manage subcontractor onboarding in accordance with company policies and procedures
Review and process subcontractor documentation in accordance with company policies and procedures
Support internal and external audits related to project financial activity and documentation

Job Knowledge, Skills, and Abilities

Proficiency with ERP/accounting systems
Intermediate proficiency in Microsoft Excel, with working knowledge of Word and Outlook
Strong sense of urgency and commitment to responsive internal and external client service
Ability to adapt quickly to changing priorities and business needs
Excellent attention to detail and time management skills
Excellent organizational skills with the ability to prioritize work, take direction, and work independently with minimal supervision
Strong decision-making and problem-solving skills
Ability to maintain the confidentiality of sensitive financial and business information
Confidence and professional demeanor when working with employees and stakeholders at all levels of the organization
Strong communication and interpersonal skills, including the ability to clearly communicate financial issues and concerns to management
Ability to remain organized and effective in a fast-paced environment with competing priorities
Adaptable and receptive to changing business needs, priorities, and processes

Education and Experience

Minimum of 2 years of project accounting experience required
Construction industry experience preferred but not required
Experience with job costing, contract billing, and project financial reporting preferred
Experience with ERP/accounting systems such as Foundation and/or CMiC strongly preferred
High school diploma or equivalent required; associate or bachelor’s degree in accounting, finance, or a related field preferred

Physical Requirements Office requirement: Standard office environment conditions; sitting, standing, walking, and minimal lifting. Work Environment The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The duties and responsibilities described above are not a comprehensive list and additional tasks may be assigned as the scope of the position may change as necessitated by business demands.

AuditFriendly salary estimate

The employer did not post a salary for this role. Based on AuditFriendly's salary intelligence model (comparable live postings, role, seniority, and location), we estimate base pay of $50,000–$75,000 per year (median ~$59,000). This is an AuditFriendly estimate, not an employer-provided figure.

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