Accounting Manager

Our client, an Architectural firm in NYC, is seeking a detail-oriented Accounting Manager to serve as a key link between project teams, clients, and the firm’s financial operations. This role manages the administrative and financial lifecycle of assigned client accounts and projects, with particular responsibility for accurate project setup, billing coordination, collections follow-up, reporting, and client service. The ideal candidate is organized, responsive, comfortable working with financial data, and able to balance several deadlines in a professional services environment.

• Own the day-to-day administration of assigned client accounts and projects from engagement setup through final billing and closeout.
• Partner with Principals, Project Managers, and internal teams to maintain accurate project records, scope information, budgets, billing terms, and contact details in Deltek Vantagepoint.
• Prepare, review, and distribute invoices in accordance with client contracts, approved billing schedules, and project requirements; assemble clear supporting documentation when needed.
• Monitor work-in-process, unbilled expenses, retainers, and project budgets; identify items requiring follow-up before invoices are issued.
• Review client payments, wire transfers, and remittance information; coordinate timely and accurate application of cash receipts to the appropriate client accounts and projects.
• Maintain organized electronic project and billing files, including contracts, amendments, purchase orders, invoices, backup, correspondence, and payment records.
• Respond promptly and professionally to client questions regarding invoices, statements, project charges, payment status, and supporting documentation.
• Coordinate with the Accounts Receivable function on past-due balances, resolve billing discrepancies, and support respectful, consistent collections follow-up.
• Prepare account and project status reports for Principals and Project Managers, including billing activity, outstanding receivables, aged balances, budget-to-actual results, and other key performance indicators.
• Support month-end activities by reviewing open billing items, reconciling project-related information, preparing journal entry support as needed, and helping ensure financial records are complete and current.
• Work closely with Accounts Payable and Payroll to confirm that reimbursable expenses, consultant costs, employee time, and other billable charges are coded accurately and captured on the appropriate projects.
• Help improve procedures, controls, and reporting around project administration, billing accuracy, client communication, and use of Deltek Vantagepoint.

• Maintain a clear understanding of each assigned client’s billing preferences, contract requirements, insurance or vendor documentation needs, and key contacts.
• Assist with the preparation and tracking of client forms, vendor registrations, certificates, and other account-related documentation in coordination with firm leadership and outside providers.
• Coordinate with project teams on changes to scope, fee, schedule, and authorization so that the firm’s records and billing reflect current agreements.
• Support client onboarding by confirming complete account setup information and communicating internal requirements to the project team.
• Escalate material billing, credit, collection, or client-service issues promptly and provide clear background information to support resolution.

• Prepare and review Accounts Receivable reports, client statements, and aging schedules; follow up on exceptions and maintain notes on collection activity.
• Assist with general ledger and project-accounting entries related to revenue, reimbursable…