Project Accounting Coordinator

Position Summary

Full-Time hourly

Hybrid eligible

The Project Accounting Coordinator serves at the intersection of project operations and finance, providing the administrative and financial coordination that keeps projects running smoothly and on budget. Key responsibilities span the full project lifecycle - from initial setup and ongoing accounting to coordinating field travel for technicians and supporting ad hoc reporting needs across the department.

This position reports directly to the Senior Financial Controller and is well suited to a candidate who is highly organized, detail-oriented, and genuinely motivated to improve processes rather than simply maintain the status quo. The ideal candidate is curious, adaptable, and enthusiastic about learning new platforms and methodologies as the department continues to grow.

• 2-3 years of experience in project coordination, project administration, project accounting, or a related field; experience in a professional services or engineering environment is preferred
• Associate’s degree in accounting, business, or finance, or equivalent professional experience
• Proficiency in Quick Books Online or a comparable accounting platform; experience with project or job costing is a plus
• Proficiency in Microsoft 365, with strong Excel skills
• Prior experience coordinating or booking corporate travel preferred

• Establish and maintain projects in Quick Books Online (QBO), including contract values, customer information, and project details
• Develop and manage spreadsheets for cost tracking and billing purposes
• Track and maintain subcontracts, purchase orders, estimates, and change orders, ensuring records remain current and variances are flagged promptly
• Monitor project compliance requirements, including business licenses, state registrations, certificates of insurance, and tax account registrations in new jurisdictions
• Support project billing and month-end close activities related to project accounting, including reconciliations and reporting
• Generate ad hoc project financial reports for project managers, operations, and leadership, as directed by the Controller
• Collaborate with accounting personnel and internal stakeholders on day-to-day budgeting and invoicing matters
• Participate in process documentation and standard operating procedure (SOP) development across the finance team
• Cross-train in additional areas of accounting as needed, including accounts payable, accounts receivable, accounting schedules, and reconciliations
• Collaborate cross-functionally - particularly with operations and accounting teams - to support an accurate and timely month-end close

• Serve as the primary point of contact for employee travel, including booking flights, hotels, rental cars, and other logistical arrangements for field technicians and project staff
• Maintain awareness of employee travel locations relative to project assignments to support accurate job cost allocation and payroll tax jurisdiction tracking
• Monitor travel expenditures and escalate variances or policy exceptions to the Controller as appropriate
• Partner with the Accounting Assistant on Navan expense coding to ensure travel costs are accurately allocated to the correct project and general ledger account
• Contribute to the development and ongoing refinement of the company travel policy as the travel program evolves
• Research and pursue preferred vendor relationships with hotels, airlines, and car rental companies to identify cost-saving opportunities and negotiate favorable terms

• Organization & Time Management
  - Strong attention to detail with the ability to manage multiple concurrent projects and competing deadlines without sacrificing accuracy
• Communication & Interpersonal Skills
  - Skilled at building rapport and maintaining effective working relationships across multiple stakeholder groups
• Work Approach
  - Composed under pressure, with a positive, team-oriented attitude and a genuine commitment to continuous learning
• Problem-Solving
  - Capable of independently investigating discrepancies and process breakdowns, with sound judgment on when to resolve issues…