Project Accounting Coordinator

Instrata; Trenton (NJ); Hybrid; USD 60,000 - 85,000; Full time

Job summary

Instrata is seeking a Project Accounting Coordinator for a hybrid role in Trenton, NJ. You will support project financials from setup through close, coordinate billing, and produce WIP reports, collaborating with project managers and Finance.

The ideal candidate has at least 2 years in project accounting, experience with ERP systems (Foundation/CMiC preferred), and strong Excel/organizational skills. On-site presence required initially, then two days weekly.

Qualifications

• Minimum of 2 years of project accounting experience required.
• Construction industry experience preferred but not required.
• Experience with job costing, contract billing, and project financial reporting preferred.
• Experience with ERP/accounting systems Foundation and/or CMiC strongly preferred.
• High school diploma or equivalent required; associate or bachelor’s degree preferred.

Responsibilities

• Set up new projects in the ERP system per company policies, including project billing and supporting documentation.
• Maintain project taxability documents, including sales and use tax exemption certificates.
• Facilitate project financial closeout, including change orders and final billing.
• Coordinate with project managers and clients to prepare and distribute billing documents.
• Prepare regular project financial reports for managers and stakeholders.
• Review invoices for alignment with contracts and milestones.
• Assist with project cost analysis to assess profitability.
• Enter and maintain change orders in the ERP system.
• Manage subcontractor onboarding with Legal and Operations.
• Support audits related to project financial activity and documentation.

Skills

ERP accounting systems

MS Excel

Attention to detail

Time management

Organization

Communication

Problem solving

Education

High school diploma

Associate or bachelor’s degree in accounting/finance

Tools

Foundation ERP

CMiC

Job description

Job Title: PROJECT ACCOUNTING COORDINATOR

Department: ACCOUNTING

Reports to: ASSISTANT CONTROLLER

This is a HYBRID position in Trenton, NJ, but you will need to be on-site daily for at least the first month, and then on-site for 2 days a week after.

Job Summary: Responsible for supporting the financial administration of projects throughout the project lifecycle. Key responsibilities include monitoring project budgets, tracking expenses, coordinating billing, assisting with monthly work-in-progress (WIP) reporting, and facilitating project openings and closings. This role works closely with project managers, Finance, and other stakeholders to ensure accurate project financial reporting and consistent administration in accordance with company policies and procedures.

Job Duties and Responsibilities

• Set up new projects in the ERP system in accordance with company policies and procedures, including required project billing, taxability, and supporting documentation
• Maintain project taxability documentation, including applicable sales and use tax exemption certificates and forms (e.g., ST-8, ST-13), coordinating with project managers, customers, and Accounting as needed to obtain and maintain required documentation
• Facilitate project financial closeout, including change orders, committed costs, labor costs, final billing, and retention
• Coordinate with project managers and clients to prepare and distribute billing documents and ensure timely and accurate billing for project deliverables
• Prepare regular project financial reports for project managers, senior management, and other stakeholders
• Review and verify invoices for alignment with contractual agreements, project requirements, and milestones
• Assist with project cost analysis to assess profitability and overall financial performance
• Enter and maintain change orders in the ERP system
• Partner with Legal and Operations to manage subcontractor onboarding in accordance with company policies and procedures
• Review and process subcontractor documentation in accordance with company policies and procedures
• Support internal and external audits related to project financial activity and documentation

Job Knowledge, Skills, and Abilities

• Proficiency with ERP/accounting systems
• Intermediate proficiency in Microsoft Excel, with working knowledge of Word and Outlook
• Strong sense of urgency and commitment to responsive internal and external client service
• Excellent attention to detail and time management skills
• Excellent organizational skills with the ability to prioritize work, take direction, and work independently with minimal supervision
• Strong decision-making and problem-solving skills
• Ability to maintain the confidentiality of sensitive financial and business information
• Confidence and professional demeanor when working with employees and stakeholders at all levels of the organization
• Strong communication and interpersonal skills, including the ability to clearly communicate financial issues and concerns to management
• Ability to remain organized and effective in a fast-paced environment with competing priorities
• Adaptable and receptive to changing business needs, priorities, and processes

Education and Experience

• Minimum of 2 years of project accounting experience required
• Construction industry experience preferred but not required
• Experience with job costing, contract billing, and project financial reporting preferred
• Experience with ERP/accounting systems such as Foundation and/or CMiC strongly preferred
• High school diploma or equivalent required; associate or bachelor’s degree in accounting, finance, or a related field preferred

Physical Requirements

Office requirement: Standard office environment conditions; sitting, standing, walking, and minimal lifting.

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The duties and responsibilities described above are not a comprehensive list and additional tasks may be assigned as the scope of the position may change as necessitated by business demands.