Job Details

Description:

Position Summary

The Accounting Administrator provides vital support to the Design & Build team by performing daily accounting tasks related to job cost tracking, vendor invoicing, payment processing, and financial documentation. This position is responsible for ensuring the accuracy, integrity, and timeliness of financial records for multiple construction and design projects across various stages of execution.

This role plays a critical role in maintaining accurate job cost data, facilitating smooth billing cycles, balancing financials, and ensuring compliance with contractual requirements.

Potential Additional Responsibilities

Put together proposal packages / presentation of project teams

Coordinate business travel

Process expense reports

Procurement coordination and tracking/receiving

Invoice & Expense Management

Process vendor and subcontractor invoices, ensuring proper job, phase, and cost code assignment.

Verify that invoices are accurate, within contract terms, and supported by appropriate documentation (POs, delivery tickets, or executed subcontracts).

Coordinate with project managers and procurement staff to resolve invoice discrepancies or missing documentation.

Coordinate subcontractor payment via ACH, check; track via QuickBooks

Prepare and process client billings on a schedule of values in accordance with contract requirements.

Correspond with clients regarding billing and balances specific to design work

Job Cost Tracking

Assist in entering daily field reports, labor hours, equipment usage, and material receipts into the accounting system.

Track committed costs against budgets and notify accounting or project management of any cost anomalies.

Maintain up-to-date logs of invoices, commitments, change orders, and vendor payments for assigned projects.

Draw & Billing Support

Compile backup documentation for monthly project draws, including invoices, lien waivers, payment applications, and other supporting records.

Assist in assembling owner billing packages, ensuring compliance with funding source requirements (e.g., AIA format, etc.).

Monitor outstanding vendor pay apps and retention balances.

Manage check deposits.

Create and diligently maintain the accounts receivable aging report.

Compliance & Documentation

Maintain current subcontractor compliance files (COIs, W-9s, payment applications, lien waivers, and other required documents).

Ensure that all required documents are collected prior to release of payments in accordance with internal policy.

Review contracts, set up projects in QuickBooks.

System Entry & Reporting

Enter and maintain accurate data in accounting and project management systems

Assist with the generation of internal job cost reports, commitment logs, and variance summaries.

Support month-end close activities by providing required project-level accounting inputs and documentation.

Minimum Qualifications

Associate degree in Accounting, Business Administration, or a related field (or equivalent work experience).

Minimum of 12 years of experience in accounting, with a preference for construction or project-based environments.

Familiarity with construction job cost structure and basic accounting principles.

Strong organizational skills and attention to detail.

Proficiency in Microsoft Excel, including basic data organization and formatting.

Ability to manage multiple priorities and meet deadlines with minimal supervision.

Experience with QuickBooks and similar construction-specific systems.

Preferred Qualifications

Understanding of AIA billing formats and subcontractor pay application processes.

Previous experience supporting general contractors, construction management, or subcontractor operations.

Benefits Include:

Health, dental, vision, life, FSA / HSA, 401k + match and more

Advancement opportunities into project accounting and project controls roles

Robinson Park is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other protected status.

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