Project Accountant

Key Responsibilities

The Project Accountant is responsible for managing the financial administration of commercial construction projects from project setup through closeout. This role oversees project billing, accounts receivable, collections, project accounting, subcontract administration, vendor compliance, and financial reporting while partnering closely with Project Managers, Operations, and Accounting to ensure projects are billed accurately, subcontractors remain compliant, and financial information is maintained throughout the project lifecycle.

Prepare and submit customer invoices, including AIA, progress, lump sum, time & materials (T&M), and closeout billing.

Manage the complete billing cycle from invoice preparation through payment collection.

Monitor outstanding accounts receivable and proactively follow up on customer payments.

Maintain records of customer communications regarding invoices, collections, and payment activity.

Prepare lien waivers, affidavits, and other required billing documentation.

Review customer contracts to ensure billing complies with payment terms, schedules, and project requirements.

Maintain billing information within Sage 300, Procore, SharePoint, and customer billing portals.

Coordinate monthly billing meetings with Project Managers and Operations.

Set up newly awarded projects within accounting and project management systems.

Assist Project Managers with project budgets, cost coding, forecasting, and financial tracking.

Monitor project costs, commitments, pending change orders, and revenue.

Process approved change orders to ensure timely and accurate billing.

Coordinate with Accounts Payable to ensure vendor and subcontractor costs are properly recorded and billed.

Maintain project documentation, including contracts, subcontracts, bonds, insurance certificates, and compliance records.

Support project closeout by ensuring all financial documentation and final billings are complete.

Manage subcontractor onboarding and maintain all required compliance documentation, including Certificates of Insurance (COIs), W-9s, licenses, bonds, and other contractual requirements.

Coordinate subcontract execution and maintain fully executed contracts, purchase orders, and change orders.

Maintain vendor compliance through platforms such as Procore, Textura, Avetta, ISNetworld, or customer-specific compliance portals.

Review subcontractor invoices for accuracy and completeness prior to payment.

Work closely with Project Managers and Accounts Payable to facilitate timely subcontractor payments.

Track lien waivers, releases, certified payroll (when applicable), and other documentation required before payment is issued.

Maintain organized vendor and subcontract files throughout the project lifecycle.

Assist with subcontract and project closeout to ensure all contractual and compliance requirements have been satisfied.

Prepare project billing reports, accounts receivable aging reports, and collection updates.

Assist with month-end and year-end accounting close activities.

Analyze project financial performance, cash flow, and billing status.

Work with Project Managers to resolve billing discrepancies, customer questions, and payment issues.

Support internal audits and financial reporting as needed.

3+ years of experience in construction accounting, project accounting, or commercial construction finance.

Experience with AIA billing, progress billing, retainage, Schedule of Values (SOV), change orders, and lien waivers.

Strong understanding of commercial construction accounting practices.

Experience with Sage 300 (or similar ERP), Procore, Microsoft Excel, and Microsoft 365.

Excellent organizational skills with the ability to manage multiple projects simultaneously.

Strong communication and customer service skills.

High attention to detail with strong analytical and problem-solving abilities.