Project Accounting Administrator

Collins Engineers, Inc.; Chicago (IL); On-site; USD 60,000 - 75,000; Full time

Job summary

Collins Engineers, Inc. is seeking a Project Accounting Administrator in Chicago, IL, to support the project accounting team. You will open new projects, manage project data in Deltek Vantagepoint, process sub-consultant invoices, and assemble backup documentation for monthly client billings.

You will work closely with the Project Accounting Manager and AP specialists to ensure accurate billing, vendor payments, and timely financial reporting across project lifecycles.

Qualifications

• Experience using Deltek Vantagepoint for project accounting tasks.
• Ability to perform high-volume data entry and clerical duties.
• Familiarity with project billing and vendor invoicing processes.

Responsibilities

• Open new projects in Deltek Vantagepoint and maintain project data (WBS, rates, terms, PMs).
• Process sub-consultant invoices and track approvals to ensure vendor compliance.
• Compile backup documentation for monthly client billings and resolve billing discrepancies.
• Support year-end activities and project reporting with the accounting team.

Skills

Data entry

Administrative support

Billing support

Tools

Deltek Vantagepoint

Job description

The Project Accounting Administrator provides critical clerical and administrative support to the project accounting team within our engineering design and consulting practices. Reporting directly to the Project Accounting Manager, this role serves as an operational catalyst: opening new projects, processing sub-consultant invoices, and compiling backup documentation required for monthly client billings. By owning high-volume data entry and administrative tasks in Deltek Vantagepoint, this position ensures seamless financial workflows across our engineering project lifecycles and frees up capacity for our core project accountants.

Essential Duties And Responsibilities

Project Setup & Maintenance

• Initialize and open new projects in Deltek Vantagepoint based on executed client contracts, fee structures, and proposal documents.
• Maintain project structural data in the system, ensuring accurate updates to work breakdown structures (WBS), billing rates, payment terms, and project manager (PM) assignments.
• Process project closure paperwork in Vantagepoint once deliverables are finalized, ensuring all remaining balances are properly reconciled.

Accounts Payable & Sub-consultant Tracking

• Receive, code, and enter sub-consultant invoices into Deltek Vantagepoint with high accuracy.
• Route sub-consultant invoices to Project Managers for technical approval and track approval velocity to ensure vendor compliance.
• Reconcile sub-consultant ledger balances against specific project budgets to monitor contract thresholds and avoid overruns.

Billing & Invoicing Support

• Retrieve and compile backup documentation (e.g., receipts, vendor invoices, timesheet details) required for complex client billing packets.
• Coordinate closely with the AP Specialist and Project Accountants to isolate and resolve billing discrepancies prior to monthly invoice distributions.
• Format draft invoices or draft progress billing templates in Vantagepoint based on instructions provided by the project accounting team.

Administrative & Miscellaneous Tasks

• Maintain digital project finance folders, ensuring strict organization of contracts, change orders, and sub-consultant agreements.
• Respond to routine internal inquiries regarding vendor invoice status, basic transaction histories or project setup details.
• Support the accounting team during year-end preparation, financial audits, or miscellaneous project reporting initiatives.