Accounting Manager - Architectural firm

PKF O'Connor Davies TalentConnect; New York (NY); On-site; USD 100,000 - 125,000; Full time

Job summary

Architectural firm in NYC is seeking an Accounting Manager to serve as a key link between project teams, clients, and financial operations. You will manage the administrative and financial lifecycle of assigned client accounts and projects, including setup, billing coordination, collections follow-up, and reporting.

The ideal candidate is organized, responsive, and comfortable handling financial data in a professional services environment, with experience using Deltek Vantagepoint and strong

Qualifications

• Bachelor’s degree required and 3+ years in account management or project billing.
• Experience with Deltek Vantagepoint or Deltek Vision preferred.
• Strong Excel skills and comfort with accounting systems.
• Knowledge of project billing, AR, and reporting.
• Ability to manage multiple accounts and deadlines.

Responsibilities

• Own day-to-day administration of client accounts and projects through billing and closeout.
• Prepare, review, and distribute invoices per contracts and schedules.
• Monitor WIP, unbilled expenses, retainers, and project budgets.
• Coordinate cash receipts and apply payments to client accounts.
• Prepare account and project status reports for Principals and Project Managers.
• Support month-end activities and journal entries related to revenue.
• Ensure proper coding of reimbursable expenses and labor charges.
• Improve procedures around billing accuracy and client communication.

Skills

Strong organizational skills

Client service orientation

Detail-oriented

Communication skills

Financial data literacy

Education

Bachelor’s degree in accounting, finance, business administration, architecture-related practice management, or related field

Tools

Deltek Vantagepoint

Deltek Vision

Microsoft Excel

Job description

Our client, an Architectural firm in NYC, is seeking a detail-oriented Accounting Manager to serve as a key link between project teams, clients, and the firm’s financial operations. This role manages the administrative and financial lifecycle of assigned client accounts and projects, with particular responsibility for accurate project setup, billing coordination, collections follow-up, reporting, and client service. The ideal candidate is organized, responsive, comfortable working with financial data, and able to balance several deadlines in a professional services environment.

Core Responsibilities

• Own the day-to-day administration of assigned client accounts and projects from engagement setup through final billing and closeout.
• Partner with Principals, Project Managers, and internal teams to maintain accurate project records, scope information, budgets, billing terms, and contact details in Deltek Vantagepoint.
• Prepare, review, and distribute invoices in accordance with client contracts, approved billing schedules, and project requirements; assemble clear supporting documentation when needed.
• Monitor work-in-process, unbilled expenses, retainers, and project budgets; identify items requiring follow-up before invoices are issued.
• Review client payments, wire transfers, and remittance information; coordinate timely and accurate application of cash receipts to the appropriate client accounts and projects.
• Maintain organized electronic project and billing files, including contracts, amendments, purchase orders, invoices, backup, correspondence, and payment records.
• Respond promptly and professionally to client questions regarding invoices, statements, project charges, payment status, and supporting documentation.
• Coordinate with the Accounts Receivable function on past-due balances, resolve billing discrepancies, and support respectful, consistent collections follow-up.
• Prepare account and project status reports for Principals and Project Managers, including billing activity, outstanding receivables, aged balances, budget-to-actual results, and other key performance indicators.
• Support month-end activities by reviewing open billing items, reconciling project-related information, preparing journal entry support as needed, and helping ensure financial records are complete and current.
• Work closely with Accounts Payable and Payroll to confirm that reimbursable expenses, consultant costs, employee time, and other billable charges are coded accurately and captured on the appropriate projects.
• Help improve procedures, controls, and reporting around project administration, billing accuracy, client communication, and use of Deltek Vantagepoint.

Account and Client Support

• Maintain a clear understanding of each assigned client’s billing preferences, contract requirements, insurance or vendor documentation needs, and key contacts.
• Assist with the preparation and tracking of client forms, vendor registrations, certificates, and other account-related documentation in coordination with firm leadership and outside providers.
• Coordinate with project teams on changes to scope, fee, schedule, and authorization so that the firm’s records and billing reflect current agreements.
• Support client onboarding by confirming complete account setup information and communicating internal requirements to the project team.
• Escalate material billing, credit, collection, or client-service issues promptly and provide clear background information to support resolution.

Financial Operations Support

• Prepare and review Accounts Receivable reports, client statements, and aging schedules; follow up on exceptions and maintain notes on collection activity.
• Assist with general ledger and project-accounting entries related to revenue, reimbursable expenses, deposits, adjustments, and other client activity.
• Support periodic review of sales tax applicability and related documentation for work performed in New York, New Jersey, Connecticut, Massachusetts, Pennsylvania, and other jurisdictions as applicable.
• Participate in year-end preparation by organizing client account information, supporting reconciliations, and assisting with requests from the firm’s accountants.
• Maintain confidentiality of client, employee, and firm financial information at all times.

Qualifications

• Bachelor’s degree in accounting, finance, business administration, architecture-related practice management, or a comparable combination of education and experience.
• Three or more years of account management, project billing, accounts receivable, client service, or related financial operations experience; professional services, architecture, engineering, construction, or design-industry experience is strongly preferred.
• Experience with Deltek Vision or Deltek Vantagepoint is highly preferred. Strong proficiency with Microsoft Excel and the ability to work comfortably with accounting and reporting systems are required.
• Working knowledge of invoice preparation, contract billing, payment application, collections coordination, and project or job-cost reporting.
• Excellent organizational skills and follow-through, with the ability to manage multiple accounts, changing priorities, and recurring deadlines.
• Clear, polished written and verbal communication skills and a service-oriented approach with clients and internal stakeholders.
• Sound judgment, discretion, accuracy, and a proactive approach to identifying and resolving issues.

The compensation for this position ranges from $100,000.00 - $125,000.00. Actual compensation will be dependent upon the specific role, office location as well as the individual’s qualifications, experience, skills and certifications.