Project Financial Assistant -II

Growing, Succeeding and Designing Our Future Together

We are looking for future team members who are excited to make an impact. As an employee-owned company, we are dedicated to the betterment of our clients, our communities, and our employees. Your contribution is key to the quality of service SMA delivers. Throughout your career with SMA, there will be opportunities for you to improve the skills you need to achieve your professional goals.

We encourage you to explore innovative ways to develop solutions while collaborating with team members inside and outside the organization by providing the framework for you to find success.

We don't just talk about being client-focused; the engineers, scientists, surveyors, technicians and other professionals at SMA live and breathe it. After all, we are members of the communities we help.

• Ownership & Impact: Experience the unique advantage of employee ownership, where your contributions directly shape our company's future.
• Community Focus: We’re deeply committed to the communities we serve. Our engineers, scientists, surveyors, and professionals are dedicated to delivering innovative solutions that make a real difference.
• Growth & Development: We invest in your professional growth, providing opportunities to expand your skills and collaborate with a dynamic team.
• Proven Excellence: With a legacy dating back to 1985, SMA is a leading engineering firm, renowned for our commitment to infrastructure, water safety, environmental remediation, and more.

Under the supervision of the Lead Project Financial Assistant (PFA), Project Financial Assistant I-II assists and provides the support and service operations and functions of the organization’s financial and administrative systems. PFA I-II works closely with Project Managers to administer financial aspects of projects.

• Accurately and completely initialize projects in the company financial system.
• Assists with budget in the financial systems. Works closely with Project Managers to ensure early warning of potential over-runs. Re-allocates budgets as required.
• Prepares billing reviews, draft invoices, and monthly reports for PM’s monthly to review and ensure that all charges are in the correct phases and/or time is accurately charged.
• Provides analysis of Work in progress (WIP), billings, collections and receivables.
• Assists Project Manager (PM) in tracking out-of-scope work to ensure that change orders are prepared and executed when needed.
• Prepares and distributes weekly/monthly office reports and drive actions to resolve indicated issues.
• Prepares invoices with the goal of billing every project every month.
• Drives action to bring number of days billings in WIP and accounts receivables (AR) to company goal.
• Prepares and routes documentation both inside and outside of company, to drive billings and assist collections.
• Proactively initiates contact with customers to resolve issues.
• Assists Project Manager in the preparation of Subconsultant Master Service Agreements and Task Orders.
• Processes Vendor/Subconsultant invoices to ensure current Subconsultant MSAs, insurance and payment terms are in compliance with the company policies.
• Monitor payment of Vendor/Subconsultant invoices.
• Enter in-house project expenses.
• Processes contract changes/amendments in the financial system with prior approval.
• Attending Soft Close, WIP Aging and AR aging meetings as needed.
• Prepare pay applications and reimbursement forms when needed.
• Familiar with Ajera inquiries, widgets, and reporting features.
• Works closely with Project Managers on all of the above and any other required tasks to ensure projects are maintained.
• Work with marketing to provide up to date data for proposals.
• Collects credit card payment information and route for processing.
• Prepare cover letters and invoices of the projects to submit to client.
• Assist Project Managers (PMs) with information they need, i.e., reports, past projects information, past invoices.
• Code Accounts Payable (AP) invoices, scan, and email to AP.
• Support technical sectors and client communities in whatever they need, i.e., proposals, time management, work schedules, budgets, and…