Accounting & Administrative Coordinator

Job Description

Job Description

Location:

Dallas Office

Reports to:

Accounting Manager (Houston)

Department:
Administration & Accounting

This role provides vital support to the Accounting Manager and Project Managers while ensuring smooth day-to-day office operations.

• Bachelor’s degree in accounting and minimum of 5 years of accounting experience.
• Or 7+ years’ experience equivalent of education in A/E/C industry.
• 5+ years of accounting experience in architecture or engineering firm.
• Deltek Vantagepoint experience is a plus.

• Assign new project numbers using company templates and established standards.
• Enter project budget information into the accounting system.
• Assist Project Managers with monitoring and improving project financial performance.
• Obtain signed consultant contracts and maintain the Certificate of Insurance (COI) log.
• Review consultant invoices with Project Managers for accuracy and compliance.
• Verify consultant billing against contract values.
• Participate as a collaborative member of the accounting team.
• Manage the monthly billing process, including preparation and submission of invoices.
• Review Accounts Receivable with Project Managers and assist with collection efforts.
• Process Accounts Payable, including vendor setup and invoice data entry.
• Provide miscellaneous assistance to the Accounting Manager as needed.

• Oversee daily office operations and maintain general office upkeep and organization.
• Monitor and order office supplies to ensure adequate inventory.
• Coordinate vendor lunch presentations, including scheduling and catering.
• Assist with planning and executing company events for the Dallas office.
• Schedule and coordinate internal and external meetings, including conference room arrangements.
• Serve as the primary point of contact for visitors, deliveries, and general office inquiries.
• Provide miscellaneous assistance to team members and Project Managers as required.

• Ability to work independently in a smaller office environment while staying connected with the broader team.
• Commitment to exceptional internal and external client service.
• Strong attention to detail and a high level of accuracy in all work.
• Proven ability to manage multiple tasks, prioritize effectively, and meet deadlines.
• Effective verbal and written communication skills.
• Strong writing, editing, and proofreading abilities.
• Fast learner with the ability to adapt to changing needs and work both independently and collaboratively.
• Proficient in Microsoft Office Suite, with strong skills in Excel.
• Strong analytical and problem‑solving abilities.
• Self‑motivated and able to perform work with minimal supervision.

• Demonstrates strong communication and relationship management skills.
• Team focused with ability to collaborate well with internal and external team members.
• Effective listener and clear communicator.
• Respects the time of others; schedules and attends meetings timely and comes prepared.
• Acts with integrity, professionalism, and confidentiality.
• Maintains a high degree of confidentiality and adherence to practice of business ethics.
• Promotes and upholds the Johnston culture. Honesty. Integrity. Respect.
• Embodies the attributes of an “Ideal Team Player” (Humble, Hungry, People Smart).

Johnston provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, marital status, sex, sexual orientation, gender identity, genetic information, pregnancy, national origin, age, disability, or protected veteran status. In addition to all Presidential Executive Orders and federal law requirements, Johnston complies with applicable state and local laws governing nondiscrimination in employment. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions