Architecture Project Billing & Accounts Manager

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

Job summary

PKF O'Connor Davies in New York seeks an 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 responsibility for accurate project setup, billing coordination, collections follow-up, reporting, and client service.

The ideal candidate is organized, responsive, comfortable with financial data, and able to balance several deadlines in a

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.

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.

Skills

Deltek Vantagepoint experience

Deltek Vision experience

Microsoft Excel proficiency

Communication skills

Organizational skills

Attention to detail

Education

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

Tools

Deltek Vantagepoint

Deltek Vision

Job description

PKF O'Connor Davies in New York seeks an 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 responsibility for accurate project setup, billing coordination, collections follow-up, reporting, and client service.

The ideal candidate is organized, responsive, comfortable with financial data, and able to balance several deadlines in a