Finance Specialist

SWBR Architecture, Engineering & Landscape Architecture, D.P.C.•Rochester, NY

1d•$57,008 - $64,707•Onsite

About The Position

SWBR is a multidisciplinary architecture, engineering, and landscape architecture firm of 120+ individuals working across four New York offices in Rochester, Buffalo, Syracuse, and Troy. Since 1969, we have built our practice around relationships, collaboration, and creativity. All of us are called to pursue our mission: Positively impacting lives through meaningful design. Our core values shape how we work together and serve our clients and communities: Empowerment: We support individual growth for collective success. Empathy: We build trust through authentic relationships. Excellence: We embrace challenges as opportunities to create and innovate. Ownership: We are each responsible for our words, our actions, and our results. We are committed to creating a diverse and inclusive culture in which all people can thrive and we believe a wider range of perspectives, experiences, and ideas leads to stronger teams and more equitable outcomes. We are currently looking for a Finance Specialist who will help create clarity, deliver dependable financial support, and help our teams keep great work moving. Make an Immediate Contribution At SWBR, the work behind our projects matters just as much as the work our clients see. As our Finance Specialist, you will help create the dependable financial practices that keep project teams and firm operations moving. You will coordinate project billing, accounts payable, vendor documentation, employee expenses, credit card activity, and travel arrangements. Through accurate records, responsive service, and consistent follow-through, you will help employees, project leaders, vendors, and the Finance team complete recurring financial workflows with clarity and confidence. How You Will Contribute Create Prepare and maintain clear billing records, vendor files, travel documentation, and financial support materials that give the Finance team dependable information for processing and follow-up. Set up new vendors and maintain required W-9 forms, insurance certificates, and related documentation using established standards. Deliver Coordinate accurate and timely project-related accounts receivable billing and accounts payable processing, including gathering documentation, entering information, and following established review timelines. Coordinate approved travel arrangements and rental car requests so employees have clear, timely support for business travel. Process and reconcile employee expense reports and company credit card activity, identify missing or inconsistent information, and support timely resolution. Collaborate Partner with Project Managers, employees, vendors, and the Finance team to gather billing and payment information, resolve routine questions, and keep financial workflows moving. Provide responsive, service-focused support and communicate requirements, status, and next steps clearly. Grow Build working knowledge of SWBR’s project accounting practices, financial systems, vendor processes, and confidentiality standards to provide increasingly confident day-to-day support. Identify practical opportunities to improve consistency, accuracy, efficiency, and shared understanding across recurring financial workflows. Lead Take initiative in coordinating assigned financial processes, anticipating routine needs, communicating status, and following work through completion within established guidelines. Contribute as an individual team member who leads through initiative, reliability, and thoughtful follow-through. Own Maintain accurate, confidential, and well-organized billing, payment, vendor, expense, credit card, and travel records that support timely processing and clear audit trails. Monitor assigned deadlines and outstanding information, communicate status, and escalate discrepancies, unusual circumstances, or potential concerns promptly. Perform miscellaneous duties as assigned.

Requirements

A bachelor’s degree in Accounting, Finance, Business Administration, or a related field, or an equivalent combination of education and relevant experience.
Two or more years of experience in finance, accounting, billing, accounts payable, or related administrative work.
Clear verbal and written communication, strong attention to detail, a service-focused approach, effective time management, and a willingness to learn.
Proficiency with Microsoft Office, especially Excel and Word, plus experience with, or the ability to learn, Deltek Vantagepoint or similar financial software.
The judgment to handle sensitive information and materials with discretion and confidentiality.

Nice To Haves

Experience in architecture, engineering, or general contracting is helpful, but not required.

Responsibilities

Prepare and maintain clear billing records, vendor files, travel documentation, and financial support materials that give the Finance team dependable information for processing and follow-up.
Set up new vendors and maintain required W-9 forms, insurance certificates, and related documentation using established standards.
Coordinate accurate and timely project-related accounts receivable billing and accounts payable processing, including gathering documentation, entering information, and following established review timelines.
Coordinate approved travel arrangements and rental car requests so employees have clear, timely support for business travel.
Process and reconcile employee expense reports and company credit card activity, identify missing or inconsistent information, and support timely resolution.
Partner with Project Managers, employees, vendors, and the Finance team to gather billing and payment information, resolve routine questions, and keep financial workflows moving.
Provide responsive, service-focused support and communicate requirements, status, and next steps clearly.
Build working knowledge of SWBR’s project accounting practices, financial systems, vendor processes, and confidentiality standards to provide increasingly confident day-to-day support.
Identify practical opportunities to improve consistency, accuracy, efficiency, and shared understanding across recurring financial workflows.
Take initiative in coordinating assigned financial processes, anticipating routine needs, communicating status, and following work through completion within established guidelines.
Contribute as an individual team member who leads through initiative, reliability, and thoughtful follow-through.
Maintain accurate, confidential, and well-organized billing, payment, vendor, expense, credit card, and travel records that support timely processing and clear audit trails.
Monitor assigned deadlines and outstanding information, communicate status, and escalate discrepancies, unusual circumstances, or potential concerns promptly.
Perform miscellaneous duties as assigned.