Staff Accountant

About the role:

The Staff Accountant is a hybrid role with emphasis on accounts payable, balance sheet reconciliations, sales and use tax calculation/payment, and fixed asset management. Accounts payable responsibilities include, but are not limited to, processing vendor and subcontractor invoices, verifying charges against contracts and purchase orders, ensuring timely and accurate payments, and maintaining compliance with construction-specific requirements such as lien waivers, insurance certificates, and project cost coding. This position supports the company's financial operations by managing outgoing cash flow, preventing overpayments or duplicate payments, and fostering strong vendor relationships in a project-based environment involving materials, labor, equipment rentals, and subcontractor payments.

Key Responsibilities:

• Receive, review, and process incoming invoices from vendors, suppliers, and subcontractors, verifying accuracy against purchase orders, delivery tickets, subcontract agreements, change orders, and approved quantities/rates.
• Code invoices to appropriate job/projects, cost codes, general ledger accounts, and departments; ensure proper allocation for job costing and project profitability tracking.
• Obtain necessary approvals from project managers, superintendents, or department heads and Controller before processing payments.
• Track and collect required compliance documentation from subcontractors and vendors, including certificates of insurance, W-9 forms, lien waivers (conditional/unconditional), and certified payroll reports when applicable.
• Prepare and process payments via check, ACH, wire transfer, or credit card in accordance with payment terms, and company policies.
• Reconcile vendor statements, resolve discrepancies (e.g., pricing issues, quantity variances, or unauthorized charges), and communicate with vendors to obtain credits, clarifications, or corrected invoices.
• Enter and maintain accurate vendor records, payment histories, and 1099 information in the accounting system.
• Assist with month-end closing by accruing unpaid invoices, reconciling accounts payable sub-ledger to general ledger, and preparing AP aging reports.
• Monitor accounts payable aging to prioritize payments, avoid late fees, and manage cash outflows effectively.
• Maintain organized records of invoices, payments, waivers, and correspondence for audit trails and lien prevention.
• Collaborate with project teams, purchasing, and accounting staff to resolve issues related to job-specific billing or vendor performance.
• Ensure adherence to company payment policies, internal controls, and relevant regulations (e.g., sales/use tax on materials, prevailing wage compliance).
• Assist with the full-cycle month-end close processes: reconcile balance sheet and income statement accounts, prepare supporting schedules, resolve variances, and ensure timely completion of financial close activities.
• Coordinate sales tax registrations, maintain sales tax data, and perform sales tax filings.
• Perform other duties and special projects assigned to support the accounting and finance team, project execution, and the overall success of the company.

Qualifications:

• Bachelor's degree in accounting, finance, or related field required; CPA or CPA candidate preferred.
• Foundational understanding of GAAP and experience with construction accounting principles (percentage-of-completion, job costing, WIP reporting, retainage, revenue recognition).
• Proficiency in accounting software (e.g., Sage Intacct, Viewpoint, Procore, Foundation, or similar construction-specific ERP systems); advanced Excel skills for reconciliations, analysis, and modeling.
• Strong analytical, problem-solving, and attention-to-detail skills with a willingness to solve complex GL entries and variances.
• Strong organizational and time-management abilities to lead month-end closes and meet tight deadlines in a multi-project environment.
• Effective communication skills for collaborating with project teams, leadership, auditors, and external parties.
• Ability to maintain confidentiality with sensitive financial data and work independently with minimal supervision.

Experience

• 2+ years of progressive accounting experience, with at least 1 year of experience in a construction industry, subcontracting, or project-based services environment.
• Hands-on experience supporting month-end/year-end closes, general ledger management, and financial reconciliations in a construction or similar environment.
• Basic proficiency with construction-specific accounting (e.g., percentage-of-completion revenue recognition, WIP schedules, job costing integration, retainage, change orders).
• Prior exposure to audit support, financial statement preparation, and process improvements in a deadline-driven setting preferred.
• Experience using construction ERP/job costing systems and collaborating with project management teams is highly desirable.

Physical Requirements:

• Sit for extended periods (typically 6-8 hours per day) while performing computer-based tasks such as data entry, invoice processing, and report generation.
• Use hands and fingers to operate standard office equipment, including computers, keyboards, mice, telephones, scanners, printers, and calculators.
• Occasionally stand, walk, bend, stoop, or reach to access filing cabinets, retrieve documents, or attend meetings.
• Lift, carry, push, or pull light objects and materials weighing up to 20-25 pounds (e.g., boxes of files, binders, or office supplies).
• Have sufficient vision (with or without correction) to read computer screens, printed documents, and small print; and sufficient hearing to communicate effectively by phone and in person.
• Work in a typical indoor office environment with moderate noise levels from office equipment, conversations, and occasional interruptions.

Benefits & Total Rewards:

• Opportunities for Growth 
  Hands-on training and career advancement in an exploding data-center industry.
• Medical, Dental, and Vision Insurance 
  We cover 100% of individual medical premiums and help offset the cost of family coverage.
• 401K with Employer Match 
  Eligible after 90 days, with company matching to help you invest in your future.   
• Disability Coverage 
  Both short- and long-term disability insurance provided at no cost to our employees.  
• Flexible PTO 
  Take time off when you need it, no accruing time necessary.

• Field-Based Employee Benefits
  For eligible field-based roles that require travel, Divcon covers all business travel expenses and provides a per diem, phone allowance, tools, and PPE at no cost. Eligible employees also receive paid training and additional reimbursable business expenses.