Office Admin & Project Accounting Assistant

GuernseyTingle; Williamsburg (VA); Vor Ort; USD 56.000 - 75.000; Vollzeit

Zusammenfassung

GuernseyTingle seeks an Office Administrator & Project Accounting Assistant to serve as the operational and financial backbone for our architectural, planning, and interior design firm.

The role requires exceptional organization, confidentiality, and the ability to balance front-office tasks with project accounting. You will support PMs, manage invoices, and maintain project records in a fast-paced environment.

Qualifikationen

• Direct administrative experience in the AEC industry is required.
• Proven ability to develop efficient workflows while following established procedures.
• Strong cross-functional collaboration and relationship-building skills.
• High level of professionalism with confidential information handling.

Aufgaben

• Set up and maintain projects in Deltek Ajera and organize project files.
• Process accounts payable for consultants and operations, flag budget discrepancies.
• Assist with invoice routing, approvals, and tracking payment timelines.
• Code and input staff expenses and consultant statements in Ajera.
• Distribute client invoices per client processes and portals.
• Assist Financial Officer with tax planning and banking tasks.
• Generate and edit AIA/DBIA documents as directed by PMs.
• Coordinate project submittals, shop drawings, and document scanning.
• Process lien waivers and inbound W-9 and insurance requests.
• Track licenses and renewals, and manage corporate credentials.

Kenntnisse

AEC experience

Workflow optimization

Discretion

Cross-functional collaboration

Ausbildung

Associate or Bachelor's degree preferred

3+ years admin/coord in AEC

2+ years project-based billing / AP exposure

Tools

Deltek Ajera

Microsoft 365

Adobe Creative Cloud

Bluebeam Revu

SpecLink

AIA/DBIA contract documents

Jobbeschreibung

As the Office Administrator & Project Accounting Assistant, you will serve as the operational and financial backbone of our Architectural, Planning, and Interior Design firm. This dynamic role requires an exceptionally organized, detail-oriented, process-driven professional with strong interpersonal skills who is capable of seamlessly balancing front-office administration, executive support, and project accounting functions. You will thrive in a fast-paced environment, proactively optimize office workflows, manage competing priorities, and maintain absolute confidentiality while cultivating positive relationships with co-workers, consultants, and clients.

Core Responsibilities:

• Project Setup & Maintenance: Initiate new projects in Deltek Ajera, establish physical and digital project files on the server, and consistently review project metrics.
• Accounts Payable (Consultant & Operational): Receive, research, process, and track accounts payable routing for all consultant and operational invoices. Ensure line items match contracts and flag budget discrepancies.
• Invoice Approval Support: Collaborate directly with Project Managers (PMs) on invoice routing, entry, approvals, and provide proactive updates on payment timelines.
• Staff Expenses & Billing Status: Review, code, and input all staff credit card charges into Ajera; track consultant statements.
• Client Invoicing: Distribute invoices according to specific client processes, including utilization of client-specific corporate portals.
• Tax & Banking Support: Provide administrative assistance to the Financial Officer for corporate tax planning and banking tasks.

AEC Operations, Contracts, & Compliance

• Contract Administration: Generate, format, and edit AIA and DBIA Contract Documents and adjustments as directed by Project Managers.
• AEC Operations & Submittals: Provide direct administrative assistance to Project Managers and technical teams throughout all project phases. Coordinate minor and major project submittals, manage shop drawings, and scan large-scale documents.
• Compliance Maintenance: Complete, process, and track lien waivers for contractor payments. Fulfill inbound W-9 and insurance requests from clients, consultants, and insurance providers.
• Credentials & License Tracking: Track, receive, and file corporate, individual, and consultant insurance policies and professional credentials (AIA, NCARB, State Licenses). Input expiration dates into Ajera and manage timely multi-state corporate license renewals. Proactively apply for new out-of-state individual and corporate licenses.

Office Management, Operations, & Hospitality

• Guest Experience: Warmly greet all guests, clients, and team members upon arrival. Offer refreshments and maintain fully stocked hospitality items to ensure an exceptional environment.
• Communication Management: Answer and route incoming calls. Capture detailed information for cold calls seeking architectural services. Monitor and distribute mail daily alongside the corporate info and career email inboxes.
• Facilities & Travel Logistics: Oversee daily office operations, including calendar management, conference room scheduling, setup, and cleanup. Coordinate comprehensive corporate travel logistics, documentation, and order/stock office and kitchen supplies.
• Event & Registration Coordination: Plan and execute internal corporate events, picnics, firm-wide celebrations, and marketing events. Register team members for educational classes and professional development.

Records, Human Resources, & Confidentiality

• Data Organization: Input new contact profiles into Outlook and Monday.com. Maintain highly organized physical and digital corporate records, client files, and certifications.
• HR & Business Development Assistance: Assist with corporate administrative activities spanning human resources, onboarding support, and business development tasks.
• Confidentiality: Handle sensitive human resources, financial, and corporate data with absolute discretion, integrity, and professionalism.
• Archiving & Retention: Coordinate the physical and digital archiving of project and corporate data according to firm retention policies.

Qualifications & Core Experience

• Industry Experience: Direct administrative experience within the Architectural, Engineering, and/or Construction (AEC) industry is required.
• Workflow Optimization: Proven ability to follow established procedures while proactively developing new, efficient workflows.
• Soft Skills: Strong aptitude for cross-functional collaboration, relationship building, and managing multiple competing priorities simultaneously.
• Discretion: High level of professionalism with a demonstrated history of handling confidential corporate information.

Technical Profile & Tool Proficiency

• Productivity Suites: Microsoft 365 (Outlook, Word, Excel, PowerPoint, Teams)
• Design & PDF Editing: Adobe Creative Cloud (Acrobat, InDesign, Photoshop) and Bluebeam Revu
• Specification Software: SpecLink or SpecsIntact
• Contract Generation: AIA Contract Documents or DBIA Contracts

Preferred Education & Experience

• Education: An Associate’s or Bachelor’s degree in Business Administration, Accounting, Finance, Hospitality, or a related field is preferred (equivalent professional experience will be considered in lieu of a degree).
• AEC Industry Experience: 3+ years of administrative, project coordination, or operational experience within an Architecture, Engineering, or Construction firm.
• Accounting Experience: 2+ years of hands‑on experience handling project-based billing, accounts payable, or entry-level bookkeeping.
• Software Expertise: Prior experience utilizing industry-specific ERP software, with a strong preference for Deltek Ajera or similar platforms (e.g., Deltek Vantagepoint, BST, or BST10).

Salary Range $56,000-$75,000, commensurate with experience.

Equal Employment Opportunity (EEO) Statement

GuernseyTingle is an Equal Opportunity Employer. We celebrate diversity and are committed to creating an inclusive, welcoming environment for all employees. All employment decisions—including hiring, promotion, discipline, or discharge—are based on business needs, job requirements, and individual qualifications, without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran status, disability status, age, or any other status protected by federal, state, or local laws.