Project Accounting Coordinator

Instrata Technologies, LLC.; Trenton (NJ); On-site; USD 65,000 - 90,000; Full time

Job summary

Instrata Technologies, LLC. is seeking a Project Accountant to support the financial administration of projects from inception through closeout, ensuring accurate reporting and compliance with company policies.

You will set up projects in the ERP, monitor budgets, process invoicing, and prepare regular WIP and financial reports while collaborating with project managers, Finance, and stakeholders.

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 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

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

Skills

ERP/accounting systems

Microsoft Excel

Word

Outlook

Attention to detail

Time management

Education

High school diploma or equivalent

Associate or bachelor’s degree in accounting, finance, or a related field preferred

Tools

Foundation

CMiC

Job description

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.

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.