Project Management Assistant (Accounting) 4 Days a week in office |Cincinnati, OH | $33.00-$36.00 / hour

AutoTech Solutions LLC•Cincinnati, OH

2d•$33 - $36•Hybrid

About The Position

This position is based in our Cincinnati corporate office, which serves as the center of AutoTech Solutions' accounting and finance functions. The role works closely with operational leaders and team members across our locations in Michigan and North Carolina to support efficient project administration, accurate financial tracking, timely billing, and successful project execution from start to closeout. This position offers a flexible work environment that includes the opportunity to work remotely one day per week, subject to business needs and successful completion of onboarding and training. Candidates must reside within a reasonable commuting distance of the Cincinnati office, as regular in-person collaboration is an important part of the role. Relocation assistance is not provided. The Project Management Assistant supports project accounting and administration by maintaining accurate project setup, budgets, billing, change orders, cost information, forecasting support, and financial closeout. The role works closely with Project Managers, Operations, and Finance to ensure project transactions are complete, properly documented, accurately coded, and processed timely.

Requirements

Strong knowledge of construction project administration processes and terminology.
Experience with Acumatica, Procore, SharePoint, Microsoft Office Suite, and other industry-specific systems preferred.
Strong organizational, analytical, and follow-up skills with the ability to manage multiple priorities and deadlines.
Detail-oriented with a high degree of accuracy in data entry, project documentation, and reporting.
Well-developed professional interpersonal and written/verbal communication skills.
Ability to identify variances, investigate issues, and escalate or follow up appropriately.
Ability to work effectively in a fast-paced environment with a sense of urgency and accountability.
At least three years of construction operations, project administration, or related administrative experience; five years preferred.

Nice To Haves

Experience with Acumatica, Procore, SharePoint, Microsoft Office Suite, and other industry-specific systems preferred.
five years preferred.

Responsibilities

Set up and maintain projects in the ERP and other applicable systems, including project structure, tasks, cost categories, project dates, budgets, billing rules and schedules, customer purchase order information, deposits, retainage, and other required project accounting attributes.
Maintain accurate project financial information, including original and revised contract values, approved change orders, revenue and cost budgets, billed-to-date, unbilled amounts, retainage, remaining billing, and related project documentation.
Coordinate project billing by preparing deposit, progress, milestone, time-and-material, retainage, and final invoices; obtain required billing information from Project Managers; and identify completed work that has not yet been billed.
Administer project change orders from initiation through approval and billing, including tracking supporting costs, maintaining the change-order register, obtaining required documentation and approvals, and updating contract values, budgets, purchase orders, and billing schedules.
Support project cost integrity by ensuring purchase orders, vendor costs, and other project-related transactions are coded to the appropriate project, task, account, subaccount, branch, and business unit; research and resolve discrepancies in coordination with Finance and Operations.
Support project forecasting and profitability reviews by preparing project cost and revenue information, researching budget-to-actual and gross-margin variances, maintaining contingency and allowance logs, and assisting Project Managers with recurring project projections.
Support month-end project accounting and project closeout, including researching outstanding or incorrectly coded costs, open purchase orders, received-not-billed items, customer and vendor deposits/prepayments, unbilled amounts, and other items that may prevent timely financial closeout.
Coordinate project start-up, kick-off meetings, and close-out activities; maintain required project files and supporting documentation; prepare meeting minutes when needed; and follow up on project-related action items.
Support contract, subcontract, and compliance administration, including maintaining required documentation, following up on approvals and outstanding items, and coordinating information needed for project billing and financial reporting.
Maintain project accounting procedures, templates, reports, and checklists; and identify opportunities to improve transaction accuracy and workflow efficiency.
Provide administrative and accounting support to Project Managers, Operations, and Finance and assist with special projects and other duties as assigned.
Support sales team by providing necessary documents, COIs, questionnaires for potential customers, and maintain contract database of sold projects.
Other duties as assigned.