Project Financial Assistant

SUMMARY

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.
• Enters 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 whatever else they may request.
• Uses data entry equipment/software to record assigned data.
• Schedule monthly meetings for the Tech Sector Manager and attend meetings as needed basis.
• Notarizes paperwork, when needed.
• Assists with audit and overhead submittal paperwork.
• Complies with all applicable safety guidelines and standards.
• Administrative
• Timesheets
  - Complete personal timesheets in a timely manner with accurate and complete accounting for all activities.
• Clerical duties to include scanning, filing, documentation, data entry.
• Answer phone inquiries and provide information to clients as requested.
• Relationship Building
• Treat co-workers and clients with respect and courtesy including good interpersonal skills.
• Able to exhibit high level of confidentiality.
• Maintain professional appearance and demeanor.
• Performs other duties as assigned.

$22.00-$28.00 (Hourly)

None

• High school diploma or GED required.
• Associates or bachelor’s degree in Accounting, Finance or related field is preferred.
• Minimum of 2 years’ related experience or the equivalent thereof.
• Minimum of 1 year’s Accounting based software experience preferred.
• Preferred prior experience with an engineering and/or architecture firm.
• Must have a valid driver's license and acceptable driving record.
• Must be able to pass drug and alcohol test.

• Health, Dental, Vision, 401K Retirement Plan, Employee Stock Options (ESOP), Life/ADD/Short Term/Long Term Insurance,  Protection, Voluntary Insurance, FSA, Dependent Care.
• Employee wellness…