Project Accounting Coordinator

Aston Carter•Tampa, FL

1d•Remote

About The Position

The Project Accounting Coordinator supports project delivery by managing project financials, contracts, and invoicing activities from setup through completion. This role prepares fee proposal templates and draft contracts, monitors project performance, and partners closely with project managers and business operations teams to improve financial outcomes. The position requires strong experience with project accounting systems, advanced Excel skills, and a background in engineering or architectural environments.

Requirements

At least 5 years of experience entering and processing invoices in a project accounting or similar financial environment.
At least 5 years of experience drafting contracts and subcontracts for professional services projects.
At least 5 years of experience preparing proposal templates, including fee proposals and supporting documentation.
At least 5 years of experience managing and processing change orders.
Experience working for an engineering or architectural firm with revenue over $150 million.
Proficiency in creating pivot tables and using VLOOKUPs in Microsoft Excel for data analysis and reporting.
Proficiency with project accounting or ERP systems such as Deltek, BST, or Oracle.
Ability to review and interpret contract and subcontract terms and apply them to project setup and billing.
Strong attention to detail and accuracy in financial data, documentation, and invoicing.
Effective communication skills to liaise with internal teams, suppliers, and clients on behalf of project managers.
Demonstrated ability to monitor project financials, including variance, revenue, budgets, and WIP, and support issue resolution.

Nice To Haves

Experience with Deltek Vantagepoint is a strong plus.
Experience as part of an ERP implementation team, preferably involving Deltek Vantagepoint.
Background or interest in project coordination responsibilities in addition to accounting duties.
Experience supporting engineering or architectural project teams in a professional services environment.
Ability to collaborate effectively with business operations teams on budgeting, forecasting, and financial analysis.
Strong organizational skills with the ability to manage multiple projects and deadlines simultaneously.

Responsibilities

Prepare fee proposal templates, draft contracts, and subcontracts for review and approval.
Ensure projects adhere to contract language and requirements, including terms, scope, and financial conditions.
Issue and track project amendment documentation and coordinate reviews with relevant stakeholders.
Develop Work Breakdown Structures (WBS) and Project Authorization forms, including project budgets and client invoicing requirements.
Assist project managers with the processing of subconsultant invoices through the project accounting system.
Monitor project financials, including variance, revenue, budgets, and work in progress (WIP), and follow up on revenue variance issues and revenue recovery.
Participate in resolving project financial issues and recommend actions to improve financial performance.
Serve as a liaison between internal staff, suppliers, and clients, communicating effectively on behalf of project managers.
Conduct pre-bill reviews with project managers to ensure accuracy and completeness of invoices before submission.
Participate in monthly project review meetings and collaborate with business operations teams to review performance and forecast outcomes.
Assist business operations with analysis of project budget performance and provide recommendations to improve financial outcomes.
Review and process change orders, ensuring proper documentation, approvals, and alignment with contract terms.
Review contracts and subcontracts to confirm compliance with internal standards and client requirements.
Create and maintain pivot tables and VLOOKUPs in Excel to analyze project data, invoices, and financial performance.
Utilize Deltek, BST, or Oracle systems to support project accounting, invoicing, and financial reporting activities.