Project Accounting Coordinator

Aston Carter•Berwyn, IL

1d•Remote

About The Position

The Project Accounting Coordinator supports project teams by preparing contracts and financial documentation, monitoring project financial performance, and ensuring that all projects comply with contractual and invoicing requirements. This role works closely with project managers, business operations, and external partners to coordinate project accounting activities, improve financial outcomes, and maintain accurate records throughout the project lifecycle.

Requirements

At least 1 year of experience entering invoices in a project or financial accounting environment.
At least 1 year of experience drafting contracts and subcontracts.
At least 1 year of experience preparing proposal templates.
At least 1 year of experience working with change orders.
Experience working for an engineering or architectural firm with revenue over $150 million.
Ability to create pivot tables and perform VLOOKUPs in Microsoft Excel.
Proficiency with Deltek, BST, or Oracle for project accounting and invoicing.
Strong attention to detail and accuracy in financial and contractual documentation.
Ability to communicate clearly and professionally with internal teams, suppliers, and clients.
Interest in and aptitude for project coordination responsibilities.

Nice To Haves

Experience with Deltek Vantagepoint.
Experience participating in an ERP implementation, preferably Deltek Vantagepoint.
Experience or exposure to project coordination within engineering or architectural environments.
Ability to review and interpret contracts, subcontracts, and change orders.
Strong analytical skills to support budget performance analysis and revenue recovery efforts.
Ability to work collaboratively with business operations and project management teams.

Responsibilities

Prepare fee proposal templates, draft contracts, and subcontracts for review and approval.
Ensure projects adhere to contract language and requirements, including tracking and issuing project amendment documentation and coordinating it for review.
Develop Work Breakdown Structures (WBS) and Project Authorization forms, including detailed 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 and revenue-related issues in collaboration with project managers and business operations.
Serve as a liaison between internal staff, suppliers, and clients, communicating effectively on behalf of project managers.
Conduct pre-bill reviews with project managers as necessary to ensure accurate and timely invoicing.
Participate in monthly project review meetings and collaborate with business operations teams to review financial performance.
Assist business operations with analysis of project budget performance and provide recommendations to improve financial outcomes.
Prepare and review change orders and subcontract documentation in alignment with project and contract requirements.
Utilize Excel to create pivot tables and perform VLOOKUPs for project and financial analysis.
Work within Deltek, BST, or Oracle systems to support project accounting, invoicing, and reporting activities.