Project Accounting Coordinator

About the Position

The Project Accounting Coordinator supports the financial administration of TEECOM projects from contract setup through closeout. This role is focused on contract review, accurate project setup, billing support, and maintaining complete and reliable project records throughout the project lifecycle.

This person is accountable for helping ensure projects are set up correctly in Vantagepoint, billed in accordance with contract terms, and supported by accurate financial and administrative data. The role helps strengthen both Finance and Project Delivery by reducing downstream billing issues, improving project data integrity, and supporting contract compliance.

The Project Accounting Coordinator works closely with Finance, Project Managers, and other internal teams to coordinate project setup and maintenance, clarify contract requirements, and support billing and reporting needs. They produce accurate project records, organized documentation, and timely follow-through on project accounting requests.

This role also helps strengthen TEECOM’s systems by documenting procedures, supporting data standards, and contributing to continuous improvement efforts across project accounting workflows. This may include helping maintain process documentation and contributing updates through GitHub or other internal knowledge systems.

This is a detail-oriented, service-minded coordinator role for someone who is organized, reliable, technically capable, and able to execute with accuracy, sound judgment, and strong follow-through.

Contract Administration, Project Setup, and Billing Support

As a Project Accounting Coordinator, your impact comes from helping TEECOM manage projects accurately and consistently from the beginning. You create value by ensuring contract terms are properly captured, projects are set up correctly in Vantagepoint, and Finance and Project Delivery teams can rely on complete and accurate project information.

You contribute in three key ways:

1. Administer Contracts and Project Setup

   • Review contracts, work authorizations, and amendments to identify key financial and administrative terms.
   • Extract and document important information such as fee structure, billing requirements, reimbursable expense treatment, contract limits, retainage, and period of performance.
   • Help ensure new projects and project updates are entered accurately and consistently in Vantagepoint, reducing rework and billing delays.

2. Support Billing Accuracy and Project Financial Operations

   • Confirm project setup and contract data align with invoicing requirements before billing occurs.
   • Support invoice preparation, billing backup, and project closeout activities by maintaining accurate project information.
   • Monitor setup-related issues, project status changes, and unbilled items that may affect billing, reporting, or project administration.

3. Improve the TEECOM System

   • Maintain organized project documentation and support standard project accounting processes across the team.
   • Identify gaps, inconsistencies, or recurring issues in project setup, contract intake, and billing support workflows.
   • Help document procedures, refine standards, and capture lessons learned so the organization becomes more consistent and scalable over time.

What Success in This Position Looks Like

• Projects are set up accurately and on time in Vantagepoint, with contract terms properly reflected in the project record.
• The individual uses sound judgment to identify missing, unclear, or non-standard terms and escalates appropriately when needed.
• Project Managers, Finance, and other internal teams can rely on this person for timely, accurate, and helpful support.
• Communication is clear, responsive, and organized, with strong follow-through on requests, updates, and open items.
• Project documentation is complete, centralized, and easy to support during billing, audits, reviews, and project closeout.
• The individual contributes to better systems through documentation, process refinement, and continuous improvement efforts.
• The person consistently represents TEECOM’s Core Values by showing Care, building Trust, and adding Value in their daily work.

Responsibilities and Expectations

Annual and Quarterly

• Support ongoing improvements to contract administration, project setup, and billing support processes.
• Participate in documentation updates and process refinement for project accounting procedures.
• Support audit and review preparation by helping ensure project documentation is complete, accurate, and accessible.
• Contribute to cross-functional initiatives that improve project data integrity, reporting, or workflow efficiency.

Monthly and Biweekly

• Assist with reporting related to project setup, billing status, backlog, contract value, and other project accounting metrics.
• Review project records and supporting documentation to confirm completeness and accuracy.
• Support billing preparation by validating setup details and contract terms tied to invoicing.
• Help maintain project records for amendments, change orders, phase additions, and closeout activities.

Weekly and Daily

• Manage the contract intake and contract administration workflow.
• Review contracts, work authorizations, and amendments for key financial and administrative terms.
• Set up new projects in Vantagepoint based on executed contracts, approvals, and internal requirements.
• Maintain project data including client information, contract value, compensation type, billing terms, project manager assignments, phases, labor categories, and other required setup fields.
• Communicate with Finance, Project Managers, and other internal teams regarding missing information, setup questions, and project record changes.
• Perform routine quality checks to confirm project data is complete, accurate, and up to date.
• Obtain certificates of insurance through TEECOM’s insurance broker as requested by clients.
• Participate in weekly Finance team meetings.

As Needed

• Flag unclear, incomplete, or non-standard contract terms for follow-up with Finance, Operations, or Project Managers.
• Support project closeout activities, including final bill review, outstanding balance follow-up, and inactive project cleanup.
• Assist with other project accounting and finance-related tasks as assigned.
• Support special projects related to process improvement, documentation, reporting, or system cleanup.
• Provide cross-functional support on project setup and maintenance requests as priorities shift.

Supervisory / Mentorship / Training Responsibilities

• Supervisory: None. This role does not have direct reports and is primarily focused on project accounting coordination, contract administration, and project setup support.
• Mentorship: Provides informal support and guidance to team members and project stakeholders on project setup requirements, documentation expectations, and project accounting processes.
• Training: Receives mentorship from the Accounting Manager and develops through hands-on learning, process documentation, system training, and continued exposure to TEECOM’s project accounting workflows.

Experience and Qualifications

• Education: Associate’s or bachelor’s degree in Accounting, Finance, Business Administration, or a related field preferred.
• Experience: 3-5 years of experience in accounting, project accounting, contract administration, billing, or a related role preferred.
• Preferred: Experience with ERP or project accounting systems; Deltek Vantagepoint experience preferred. Experience supporting architecture, engineering, consulting, or other professional services environments is a plus.
• Demonstrated understanding of project-based accounting, billing concepts, contract administration, and project financial data.
• Strong attention to detail, organization, prioritization, and follow-through across multiple projects and requests.
• Strong written and verbal communication skills, with the ability to document information clearly and collaborate effectively across teams.
• Proficiency in Microsoft Excel, Microsoft Office applications, and project accounting or ERP systems; comfort learning new tools and applications as needed.
• Certifications preferred but not required:
  • None required
  • Relevant accounting, finance, or project accounting coursework or certifications are a plus

Physical Demands

These physical demands represent what is required to perform the essential functions of this job.
Reasonable accommodations will be provided as needed.

• Prolonged desk work using a computer, keyboard, mouse, and telephone.
• Regular reading, writing, and communication in virtual and in-person settings.
• Ability to review detailed contracts, project documentation, and financial records for extended periods.

Work Environment

These work environment characteristics represent the conditions encountered while performing essential job functions.
Reasonable accommodations will be provided as needed.

• Work is performed in a remote or office environment using standard office equipment.
• Work requires regular collaboration across Finance, Project Delivery, and other internal departments in a fast-paced professional services environment.