Cost Accountant

Job Description

Do you want to be part of a fast-paced, growing organization that plays a critical role in delivering projects across the Bay Area?

Our Finance team partners closely with Project Management to ensure our work is delivered successfully, profitably, and in full compliance with our commitments.

Since 1914, Ghilotti Bros., Inc. has built great projects in the communities where we live and work. We are proud of our legacy of giving back, supporting one another, and treating people with respect. The Finance team serves as a key liaison between our local partners and internal stakeholders including Project Management, Compliance, and Executive Leadership to help deliver exceptional results.

This position offers significant opportunity for training, development, and advancement within both the department and the company. If you are motivated, detail-oriented, and want to make an impact in a family-based organization, we encourage you to apply.

This role is responsible for full-cycle project accounting, job cost setup and maintenance, customer billings, subcontractor invoicing, collections, and compliance for multiple construction projects. The position partners closely with Project Management and Executive Management to ensure accurate financial reporting, strong cash flow, and adherence to contract and regulatory requirements.

• Ensure timely, accurate, and complete posting of customer billings and subcontractor payments for all assigned projects.
• Maintain current and accurate job cost data to support effective project cost management and decision-making.
• Manage collections and provide clear, actionable AR and cash flow information to management.
• Ensure compliance with all project-specific, contractual, and regulatory requirements, maintaining thorough documentation.

Customer Billings & Revenue

• Meet with PMs monthly to review AR and current month billings.
• Review project billings prepared by PMs and enter billings into Sage 300.
• Prepare and track billings in accordance with contract terms.
• Review reports to identify missed billings or anomalies and follow up with PMs.
• Review contract billing requirements to ensure correct formats, documentation, and deadline compliance.
• Prepare and distribute recurring billing reports to PMs and management.

Collections & Cash Receipts

• Maintain a cash receipt log and post cash receipts daily in the accounting system.
• Routinely and professionally communicate with customers regarding payment status, discrepancies, and lien releases.
• Manage and facilitate a weekly AR meeting with Executive Management, providing current aging and risk items.
• Prepare and distribute collection reports, highlighting high risk accounts, and recommended actions.

Subcontractor Invoicing & Payments

• Route subcontractor invoices to PMs for review and approval, maintaining clear audit trails.
• Respond to subcontractor inquiries and maintain positive working relationships.
• Ensure timely, accurate, and complete entry of subcontractor billings by established deadlines.
• Provide weekly listings of subcontractor invoices approved for payment release.

Compliance & Documentation

• Track and log preliminary notices received for all relevant projects.
• Proactively manage and track all compliance items required for payment, including GBI, subcontractor, vendor, and sub-tier documentation.
• Collect and maintain lien releases, certified payrolls, union letters, and other required documentation.
• Set up and maintain Caltrans prompt pay reporting and other agency specific requirements as needed.

Contract, Job Cost & Equipment Management

• Set up new jobs in Sage, including contract values, owner information, and billing terms.
• Import budgets from Heavy Bid into Sage and ensure alignment between estimating and job cost structures.
• Enter or adjust cost code descriptions, budget estimates, and budgeted/reported quantities as approved.
• Import weekly equipment costs from Heavy Job into Sage and generate weekly equipment surcharge entries.
• Reclass job costs as requested by PMs/PEs, ensuring proper documentation and approvals.
• Provide ad hoc job cost reports and analysis to PMs and management, including forecast and margin reviews.
• Routinely close out completed projects in Sage, ensuring all costs, revenues, and compliance items finalized.

Project Accounting & Analysis

• Assist Project Managers with monthly cost review meetings, providing variance analysis and explanations.
• Support preparation of WIP schedules, revenue recognition, and margin analysis for assigned projects.
• Identify trends or issues in job costs, productivity, and subcontractor performance, and elevate as appropriate.

• Degree in accounting/finance or 4 years related experience required.
• Construction industry knowledge is preferred.
• Must be knowledgeable in general accounting principles.

• Proficiency with Sage 300 (Timberline), including job cost and AR modules is a plus.
• Experience with HCSS (Heavy Bid, Heavy Job) and…