Project Finance (Quickbooks)

KAD Staffing; New Berlin (WI); On-site; USD 70,000 - 95,000; Full time

Job summary

KAD Staffing seeks a Project Finance Specialist to oversee purchasing, invoicing, and budget tracking for project-based work in a manufacturing or engineering environment.

You will manage QuickBooks workflows from PO to payment, prepare cost reports, support month-end close, and collaborate with project teams to keep financial data accurate and timely. Strong Excel and attention to detail are essential.

Qualifications

• Bachelor's degree in Accounting, Finance, or related field or equivalent experience.
• 5–10 years of experience in accounting, project accounting, or finance roles, with purchasing, invoicing, and budget tracking experience.
• Advanced QuickBooks experience including PO creation, bills, estimates, invoicing, and reconciliations.
• Working knowledge of job costing, WIP reporting, and month-end close.
• Strong Excel skills (pivot tables, lookups) and ability to learn internal tools.
• High attention to detail and confidentiality.
• Ability to manage multiple projects, deadlines, and billing cycles.
• Clear written and verbal communication with project teams, vendors, and customers.

Responsibilities

• Manage purchasing from start to finish: create POs, enter vendor bills, record receipts, and match to invoices in QuickBooks.
• Create and send customer estimates and invoices based on milestones, billing schedules, and change orders.
• Track labor hours against budgets and invoice hours accurately and on time.
• Build and monitor project budgets, compare budget to actual costs, flag overruns or margin risk early.
• Prepare monthly reports on costs, hours, margins, and purchasing for Leadership.
• Manage accounts payable and receivable, including vendor payments and aging reports.
• Support month-end close with reconciliations, accruals, and WIP reporting.
• Partner with project teams on job costing, change orders, and billing milestones.
• Maintain accurate financial records in QuickBooks, SharePoint, and other systems of record.
• Improve purchasing, invoicing, and budgeting processes and controls as the company grows.

Skills

Experience in accounting/projecting

Advanced Excel

Strong written and verbal skills

Self-starter / ownership

Multitasking / deadline management

Education

Bachelor's degree in Accounting, Finance, or related field

Tools

QuickBooks

SharePoint

Microsoft Office

Internal tools

Job description

Project Finance Specialist

Responsibilities

• Manage purchasing from start to finish: create purchase orders, enter vendor bills, record receipt of goods and services, and match them to invoices in QuickBooks.
• Create and send customer estimates and invoices based on project milestones, billing schedules, and approved change orders.
• Track labor hours against project budgets and invoice hours accurately and on time.
• Build and monitor project budgets, comparing budget to actual costs and flagging overruns or margin risk early.
• Prepare monthly reports on project costs, hours, margins, and purchasing for Operations, Finance, and Leadership.
• Manage accounts payable and accounts receivable, including vendor payments, collections follow-up, and aging reports.
• Support month-end close, including account reconciliations, accruals, and work-in-progress (WIP) reporting.
• Partner with project teams on job costing, change orders, and billing milestones so financial data matches project status.
• Maintain accurate financial records and documentation in QuickBooks, SharePoint, and other systems of record.
• Improve purchasing, invoicing, and budgeting processes and controls as the company grows.

Qualifications

• Bachelor's degree in Accounting, Finance, or a related field, or equivalent experience.
• 5 to 10 years of experience in accounting, project accounting, or finance roles, with a track record of managing purchasing, invoicing, and budget tracking; automation, manufacturing, or engineering environments preferred.
• Advanced QuickBooks experience, including purchase orders, bills, estimates, invoicing, and reconciliations.
• Working knowledge of job costing, WIP reporting, and month-end close.
• Strong Excel skills (pivot tables, lookups, budget tracking) and proficiency with Microsoft Office, plus the ability to learn internal tools
• High attention to detail and accuracy, with sound judgment in handling confidential financial information.
• Comfortable managing multiple projects, deadlines, and billing cycles at once.
• Clear written and verbal communication skills for working with project teams, vendors, and customers.
• A dependable self-starter who takes ownership and follows through without close supervision.