Project Accounting Coordinator

Instrata; Trenton (NJ); Hybrid; USD 60.000 - 85.000; Vollzeit

Zusammenfassung

Instrata is seeking a PROJECT ACCOUNTING COORDINATOR to support the financial administration of projects through the lifecycle. You will monitor budgets, track expenses, coordinate billing, assist with WIP reporting, and help with project openings and closings.

You will work with project managers, Finance, and other stakeholders to ensure accurate reporting and adherence to company policies. Ideal candidates bring at least 2 years in project accounting, familiarity with ERP systems

Qualifikationen

• Minimum of 2 years of project accounting experience.
• 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 CMiC strongly preferred.
• High school diploma or equivalent; associate or bachelor’s in accounting/finance preferred.

Aufgaben

• Set up new projects in the ERP system, including project billing, taxability, and supporting documentation.
• Maintain project taxability documentation and collect required documentation for tax treatment.
• Coordinate project financial closeout, including change orders, costs, final billing, and retention.
• Coordinate with managers/clients to prepare and distribute billing documents and ensure timely, accurate billing.
• 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.
• Support subcontractor onboarding and processing in accordance with policies.
• Assist audits related to project financial activity and documentation.

Kenntnisse

ERP systems

Excel

Attention to detail

Communication

Time management

Ausbildung

High school diploma

Associate or Bachelor in accounting/finance

Tools

Foundation

CMiC

Jobbeschreibung

Job Title: PROJECT ACCOUNTING COORDINATOR

Department: ACCOUNTING

Reports to: ASSISTANT CONTROLLER

Date of latest update: September 2026

Hybrid role in Trenton, NJ office

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); coordinate with project managers, customers, and accounting to obtain required documentation and ensure appropriate support is maintained for project tax treatment
• 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
• Ability to adapt quickly to changing priorities and business needs
• 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.