Accounting Administrator

ROBINSON PARK • Oklahoma City, OK

108d

About The Position

The Accounting Administrator provides vital support to the Design & Build team by performing daily accounting tasks related to job cost tracking, vendor invoicing, payment processing, and financial documentation. This position is responsible for ensuring the accuracy, integrity, and timeliness of financial records for multiple construction and design projects across various stages of execution. This role plays a critical role in maintaining accurate job cost data, facilitating smooth billing cycles, balancing financials, and ensuring compliance with contractual requirements.

Requirements

• Associate degree in Accounting, Business Administration, or a related field (or equivalent work experience).
• Minimum of 1–2 years of experience in accounting, with a preference for construction or project-based environments.
• Familiarity with construction job cost structure and basic accounting principles.
• Strong organizational skills and attention to detail.
• Proficiency in Microsoft Excel, including basic data organization and formatting.
• Ability to manage multiple priorities and meet deadlines with minimal supervision.
• Experience with QuickBooks and similar construction-specific systems.

Nice To Haves

• Understanding of AIA billing formats and subcontractor pay application processes.
• Previous experience supporting general contractors, construction management, or subcontractor operations.

Responsibilities

• Put together proposal packages / presentation of project teams
• Coordinate business travel
• Process expense reports
• Procurement coordination and tracking/receiving
• Process vendor and subcontractor invoices, ensuring proper job, phase, and cost code assignment.
• Verify that invoices are accurate, within contract terms, and supported by appropriate documentation (POs, delivery tickets, or executed subcontracts).
• Coordinate with project managers and procurement staff to resolve invoice discrepancies or missing documentation.
• Coordinate subcontractor payment via ACH, check; track via QuickBooks
• Prepare and process client billings on a schedule of values in accordance with contract requirements.
• Correspond with clients regarding billing and balances specific to design work
• Assist in entering daily field reports, labor hours, equipment usage, and material receipts into the accounting system.
• Track committed costs against budgets and notify accounting or project management of any cost anomalies.
• Maintain up-to-date logs of invoices, commitments, change orders, and vendor payments for assigned projects.
• Compile backup documentation for monthly project draws, including invoices, lien waivers, payment applications, and other supporting records.
• Assist in assembling owner billing packages, ensuring compliance with funding source requirements (e.g., AIA format, etc.).
• Monitor outstanding vendor pay apps and retention balances.
• Manage check deposits.
• Create and diligently maintain the accounts receivable aging report.
• Maintain current subcontractor compliance files (COIs, W-9s, payment applications, lien waivers, and other required documents).
• Ensure that all required documents are collected prior to release of payments in accordance with internal policy.
• Review contracts, set up projects in QuickBooks.
• Enter and maintain accurate data in accounting and project management systems
• Assist with the generation of internal job cost reports, commitment logs, and variance summaries.
• Support month-end close activities by providing required project-level accounting inputs and documentation.

Benefits

• Health, dental, vision, life, FSA / HSA, 401k + match and more
• Advancement opportunities into project accounting and project controls roles

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree
• Number of Employees: 11-50 employees