Commercial Construction Controller

Position Summary

This is a hands on Construction Controller role where the position owns the entire accounting function: payroll, time keeping, basic bookkeeping, AIA billing/pay applications, AR/AP, job cost accounting, WIP generation including over/under billings, month-end close reconciliation, CFO-style reporting, cash flow forecasting, and development of financial reports. You will standardize processes, implement controls, build dashboards, and deliver actionable insights.

Key Outcomes (What Success Looks Like)

• Month-end close by with accurate P&L, Balance Sheet, and Cash Flow.
• Generation and maintenance of Work in Progress reports, including over-/under-reporting based on earned revenue.
• Analyze cost-to-complete and actual vs estimated reports to identify red flags, then report to executive management and project operations for further action by those teams.
• Job Cost according to CSI cost code, budgets variance reporting, and communication with executive and project operations staff, then red flags are discovered.
• AR discipline: clean AIA pay apps generation with input from the project operations team, ensure project billings remain current and don’t lag, ensure accuracy in numbers to minimize client rejections.
• AP discipline: PO/commitment plus matching, approval thresholds enforced, weekly pay runs on schedule.
• 13-week cash forecast updated weekly and rolled forward monthly.
• KPI dashboard monthly: DSO, DPO, backlog GM, cash conversion, change order cycle time.

Core Responsibilities Project Accounting & Billing (AIA)

• Build SOVs and prepare AIA G702/G703 pay applications; manage retainage, conditional/unconditional lien waivers, and compliance packets.
• Coordinate with PMs for percent-complete, approved change orders, and SOV updates.
• Maintain change order log (approved vs pending) and margin impact.

Accounts Receivable & Collections

• Issue invoices/pay apps, post receipts and retainage, monitor AR aging, and drive collections with documented notes and escalation.
• Track retainage releases at substantial completion/closeout.

Accounts Payable, Commitments & Purchasing

• Onboard vendors/subcontractors (W-9, COI, agreements); maintain vendor master with strong controls.
• Implement PO/commitment process tied to budget; perform 3-way match (PO/receiver/invoice).
• Code AP to job and cost code; schedule weekly payment runs; manage sales/use tax and 1099-NEC.

Job Costing & WIP

• Maintain cost code structure; ensure accurate job cost postings (labor, materials, equipment, subs, GC).
• Prepare monthly Work in Progress reports based on earned revenue, including over/under billings, and update the balance sheet to match.
• Analyze budget vs actual by cost code; publish variance commentary and gross margins at completion.

Close & Reporting

• Own GL: accruals, deferrals, revenue recognition, prepaids, fixed assets, bank/credit card reconciliations.
• Publish a monthly Controller’s Book: P&L, BS, WIP;
  Job Cost to Budget; AR/AP aging; and cash flow reporting.
• Prepare annual audit/review packages; partner with outside CPA for tax and year-end.

Systems, Process & Controls

• Power-user in Quick Books Enterprise and lead roadmap to Foundation Software or Sage Intacct Construction within 6–12 months; integrate with Procore or equivalent.
• Design and enforce approval workflows, document retention, and audit trails.
• Implement positive pay and payment controls; standardize templates (SOV, pay app covers, waiver packets).

Additional Duties

• Dual approval for payments:
  Controller prepares;
  Owner releases ACH/wires/checks (positive pay enabled).
• Bank reconciliations are monthly by the Controller; the Owner reviews bank statements and the WIP package.
• Vendor master changes (banking/address) require the owner's sign-o with call-back verification.

Monthly Deliverables (Owner Review Pack)

• Financials: P&L (consolidated and by job), Balance Sheet, Cash Flow.
• WIP report with earned revenue, cost-to-complete, EAC/ETC, and over/under by project.
• Job Cost to Budget by cost code with variance explanations and GM at completion.
• 13-week cash forecast (rolling), with key cash drivers and collection priorities.
• AR aging (with retainage) & AP aging (by vendor/sub) with action notes.
• KPI…