Project Finance Specialist

KAD Staffing; New Berlin (WI); On-site; USD 65,000 - 95,000; Full time

Job summary

KAD Staffing is seeking a Project Finance Specialist to manage procurement, invoicing, and budgeting for diverse projects. You will own purchasing cycles, track labor hours, and ensure data integrity across QuickBooks, SharePoint, and internal tools.

You'll collaborate with project teams to align costs with milestones, prepare monthly cost and margin reports, and support month-end close while maintaining strict attention to detail in a fast-paced environment.

Qualifications

• Bachelor's degree in Accounting, Finance, or related field.
• 5–10 years of experience in accounting, project accounting, or finance roles.
• Advanced QuickBooks experience, including purchase orders, bills, estimates, invoicing, and reconciliations.
• Working knowledge of job costing, WIP, and month-end close.
• Strong Excel skills and proficiency with Microsoft Office, plus ability to learn internal tools.
• High attention to detail and accuracy; ability to manage confidential financial information.

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.

Skills

Job costing

WIP reporting

Budget tracking

Excel skills

Communication

Multitasking

Detail-oriented

Self-starter

Education

Bachelor's degree in Accounting/Finance

Tools

QuickBooks

SharePoint

Microsoft Office

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.