The Project Accountant is responsible for providing all accounting functions and project administration for assigned projects. The Project Accountant is a member of the project team and provides assistance to other team members as needed.
1) Reports to the Controller
2) Coordinate with the Project Manager & Assistant Project Manager
SPECIFIC PROJECT ACCOUNTANT RESPONSIBILITIES
1) PROJECT SET UP
The Project Accountant is responsible for ordering and providing the client with any Insurance Certificates, Payment and Performance Bonds or Builders Risk Insurance, if required per the terms of the prime contract. Orders the 20-Day Preliminary Lien Notice. Works with the Project Manager to prepare and send the AIA prime contract. Reviews the Prime Contract as it relates to any specific accounting requirements.
2) COMPUTER FILE MAINTENANCE
Sets up the project directory on the network with all required folders and files. Sets up the project in Timberline and enters the initial budget. Maintains the network files throughout the project and insures that electronic documents are accurately filed. Enters all accounting transactions into Timberline as needed.
3) JOB COST REPORTS
Prepares and reviews for accuracy a monthly Job Cost Report for the Job Cost Meeting. Enters monthly projections as determined by the Project Manager.
4) JOB VISITS
The Project Accountant is encouraged to visit their assigned projects on occasion.
Attends and participates in the following project meetings for assigned projects: Turnover Meeting, Pre-Punch Meeting, Job Cost Meeting and Close-out Meeting.
1) CLIENT RELATIONS
Establishes and maintains a positive working relationship with all client representatives assigned to the project. Communicates with these representatives as needed to keep them informed of any accounting or administrative issues as it relates to the project.
2) PROJECT BILLING
Initiates the monthly project billing by issuing a G703 pencil copy for each project to the Assistant Project Manager and Project Manager. Upon receipt of the completed pencil copy from the Project Manager, prepares the owner billing along will all required support documentation. Prepares miscellaneous invoices for the project as needed.
3) CHANGE ORDERS
Prepares the Owner change order for all change order requests as requested by the Project Manager.
1) SUBCONTRACTS AND PURCHASE ORDERS
Prepares and distributes final copies of Subcontract Agreements (including Master Subcontracts), Purchase Order Agreement, and Change Orders.
2) PRELIMINARY LIEN NOTICES/JOINT CHECK AGREEMENTS
Reviews all subcontractor and supplier preliminary lien notices for accuracy. Tracks preliminary lien notices and joint check agreements to insure that any supplier liabilities are met at the time of Subcontractor payment.
Collects and tracks insurance and licensing records and insures that all subcontractors are properly insured and licensed prior to start and throughout the duration of the project.
4) PAYMENT APPLICATION PROCESSING
Collects monthly subcontractor payment applications, reviews for accuracy, and prepares for Project Manager. Enters approved payment applications. Upon project funding, prepares subcontractor payment disbursements and prepares and faxes disbursement checklists to the subcontractors. Disburses funds to the subcontractors and insures compliance with all support documentation including lien waivers, insurance certificates, signed agreements, warranty, O&M Manuals, etc.
5) GENERAL INVOICE PROCESSING
Collects and reviews all general invoices and matches with a Vendor Purchase Order when appropriate. Enters all general invoices for team approval semi –monthly. Processes payment of approved general invoices semi-monthly. Reviews and resolves any past-due invoices with vendors.
6) SUBCONTRACTOR RELATIONSHIPS
Establishes and maintains a positive working relationship with all subcontractor representatives assigned to the project. Communicates with these representatives as needed to keep them informed of any accounting or administrative issues as it relates to the project.
1) CLOSEOUT AUDIT
The Project Accountant is responsible for collection final conditional lien waivers from the Subcontractors which support the amounts due. Upon receipt of final payment by the owner, the Project Accountant prepares and distributes final payment to the Subcontractors.
2) CLOSEOUT DOCUMENTS
Assists throughout the course of the project in the collection of all guarantee, warranty, and equipment manuals as required by the project specifications. Prepares G704 and A.R. Mays Warranty and submits to the Project Coordinator.
- Must have experience with Microsoft Office
- Sage (Timberline) experience preferred
- AIA software preferred
This is not necessarily an exhaustive list of all responsibilities, skills, duties, requirements, efforts, or working conditions associated with the position. While this is intended to be an accurate reflection of the current position, management reserves the right to revise the position or to require that other or different tasks be performed when circumstances change (e.g. emergencies, changes in personnel, workload, rush jobs, or technological development.)