Subcontractor Jobs

About The Position

Requirements

• BACHELOR’S DEGREE IN ACCOUNTING.
• ABILITY TO ADAPT TO DIFFERENT PERSONALITIES AND MANAGEMENT STYLES.
• PROFICIENCY IN MICROSOFT OFFICE AND ADOBE ACROBAT.
• GOOD COMMUNICATION SKILLS, BOTH WRITTEN AND ORAL.
• KNOWLEDGE OF NOTICE TO OWNER, CERTIFICATES OF INSURANCE, AND LIEN RELEASE PROCEDURES REQUIRED.

Nice To Haves

• BILINGUAL (ENGLISH/SPANISH) PREFERRED.
• FAMILIARITY WITH AN AUTOMATED ACCOUNTS PAYABLE SYSTEM.
• SAGE 100 SOFTWARE KNOWLEDGE PREFERRED.
• KNOWLEDGE OF PAPERLESS ENVIRONMENT SOFTWARE A PLUS (PVAULT).
• KNOWLEDGE OF AIA FORMAT BILLING PROCEDURES.

Responsibilities

• ENSURE ALL INVOICES ARE UPLOADED TO PAPERLESS SYSTEM AND ARE PROPERLY CODED AND ROUTED TO THE APPROPRIATE APPROVERS.
• CHARGE EXPENSES TO ACCOUNTS, JOBS AND COST CODES BY ANALYZING INVOICE/EXPENSE REPORTS.
• ENSURE VENDORS ARE PAID IN A TIMELY MANNER.
• RECONCILE PROCESSED WORK BY VERIFYING ENTRIES AND COMPARING SYSTEM REPORTS TO BALANCES.
• PROTECT ORGANIZATION'S VALUE BY KEEPING INFORMATION CONFIDENTIAL.
• MONITOR VENDOR ACCOUNTS TO ENSURE PAYMENTS ARE UP TO DATE.
• RESPONSIBLE FOR SUPPORTING A POSITIVE, PROFESSIONAL, TEAM-ORIENTED WORK ENVIRONMENT.
• PROVIDES CUSTOMER SERVICE AND SUPPORT TO INTERNAL CUSTOMERS AND VENDORS WITH RESPECT TO VARIOUS ACCOUNTS PAYABLE AND RELATED ACCOUNTING INQUIRIES, EXPENSE REPORTS, ETC.
• RESPOND TO INQUIRIES FROM SENIOR MANAGEMENT TEAM AND PROJECT MANAGEMENT.
• PROCESS AND CODE INVOICES AND SUBCONTRACTOR PAY APPLICATIONS IN PAPERLESS ENVIRONMENT AND ROUTE TO APPROPRIATE PERSONNEL FOR APPROVAL.
• UPLOAD APPROVED TRANSACTIONS TO ACCOUNTING SOFTWARE.
• WORK WITH PROJECT MANAGERS TO ENSURE INVOICES ARE APPROVED ON A TIMELY BASIS AND ALL OPEN TRANSACTIONS ARE PROCESSED WITHIN THE APPROPRIATE ACCOUNTING PERIOD.
• CODE AND MATCH INVOICES TO SUBCONTRACTS AND PURCHASE ORDERS.
• MAINTAIN DAILY CHECK LOG.
• PAY EMPLOYEES BY RECEIVING AND VERIFYING EXPENSE REPORTS AND PREPARING CHECKS.
• INITIATE AND FOLLOW UP ON OUTSTANDING VENDOR COMPLIANCE ISSUES TO ENSURE THEY ARE COMPLETED TIMELY.
• PREPARE WEEKLY CHECK RUNS AND SUBCONTRACTOR PAYMENT PACKAGES.
• COMMUNICATE WITH PROJECT MANAGERS TO VERIFY VENDORS ARE PROPERLY PAID WHEN OWNER PAYMENTS ARE RECEIVED.
• SEND PAYMENT PACKAGES AND COMMUNICATE WITH SUBCONTRACTORS TO ACQUIRE NECESSARY DOCUMENTS FOR PROCESSING OF PAYMENTS (I.E. INSURANCE REQUIREMENTS, WAIVERS, BILLING PROCEDURES, ETC.).
• VERIFY THAT RELEASES OR LIEN AND OTHER DOCUMENTS ARE IN COMPLIANCE WITH CONTRACT TERMS BEFORE RELEASING SUBCONTRACTOR PAYMENTS.
• TRACK ALL NOTICES TO OWNERS (NTOS) AND ENSURE PROPER RELEASES OF LIEN ARE OBTAINED UPON PAYMENT.
• VERIFY VENDOR ACCOUNTS BY RECONCILING MONTHLY STATEMENTS AND RELATED TRANSACTIONS.
• RECONCILE CREDIT CARD STATEMENTS.
• CORRESPOND WITH SUBCONTRACTORS AND VENDORS AND RESPOND TO INQUIRIES.
• GATHER BACKUP AND ENTER THE MONTHLY OWNER REQUISITIONS, MANAGE THE ACCOUNTS RECEIVABLE.
• PROCESS SUBCONTRACTOR CHANGE ORDERS AND MONTHLY BUDGET UPDATES.
• WORK CLOSELY WITH PROJECT MANAGERS AND PROJECT EXECUTIVES ON ALL FACETS OF PROJECT ACCOUNTING.
• RECONCILE COST PLUS PROJECTS OWNER PAYMENT REQUISITIONS AGAINST LEDGER AND MAKE ANY NECESSARY ACCRUALS BEFORE MONTH-END CLOSING.
• ASSIST IN THE PREPARATION OF MONTHLY JOURNAL ENTRIES.
• ASSIST WITH MONTH END CLOSING.