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Form of workJob Description
The Project Accounting Specialist plays a critical role in ensuring the efficient and effective administration of the Project Accounting and accounts receivable processes within the organization. Additionally, this position will be responsible for Project Accounting processes, and collaboration with internal teams, clients, and external stakeholders. In summary the specialist will play a pivotal role in supporting the Accounting/Finance team in its operations.
Primary Responsibilities:
Project Accounting:
Primary Responsibilities:
Project Accounting:
- Determine existing and new contract accounting-related requirements (invoicing protocols, reporting, schedule/cadence).
- Manage and track close-to-real-time client spending of POs and CLINs via statements of spend.
- Oversee PCRs to ensure accurate assigning of expenses at client and project levels.
- Data management and preparation for invoices and reporting.
Project Accounting systems and process improvement (including use of tools and tech):
- Design and maintenance of client onboarding interface in XTRF.
- Use XTRF to monitor total compliance of mandatory data required for invoicing and reporting.
- Create and maintain interactive CAMP Profiles.
- Maintain and update Invoice Management System (IMS within Clickup).
Contract Reporting:
- Create and distribute required client monthly reports: prepare, review, QC, and timely delivery.
- Create on-demand accounting reports for client or project team. (i.e., statements of spend)
Accounts Receivable:
- Participate in all aspects of the accounts receivable process, including invoicing, cash application, collections, and account reconciliations. Ensure accuracy, timeliness, and compliance with company policies and procedures.
- Continuously review and enhance accounts receivable processes and procedures to increase efficiency, reduce delinquencies, and streamline operations. Strategically integrate automation and technological solutions to heighten operational effectiveness.
- Coordinate and supervise the accurate and timely issuance of Client invoices, ensuring compliance with contractual terms and regulatory requirements.
- Use templates to prepare and send invoices to clients, and then follow up with them to confirm receipt of all billing documentation.
- Oversee the reconciliation and posting of client payments to ensure accurate allocation of funds to the appropriate client accounts and invoices.
- Generate and analyze accounts receivable reports, aging analyses, and key performance indicators (KPIs) to identify trends, risks, and opportunities. Compile the data to prepare regular reports for management review.
- Collaborate with project managers to develop and maintain positive relationships with key clients.
- Stay up to date on accounting standards and industry best practices.
Financial Reporting:
- Assist CFO with preparing reports that summarize and forecast company business activity and financial position in areas of income, expenses, and earnings based on past, present, and expected operations.
- Assist with internal and external audits required by CPA, IRS, and other regulatory agencies; provide necessary documentation and respond to audit inquiries in a timely and accurate manner.
- Maintain and update the weekly spreadsheet utilized by the Accounting Department to provide an accurate and up-to-date overview of financial activities.
Required Knowledge, Skills, & Experience:
- Strong knowledge of accounts receivable principles, practices, and regulations.
- Proficiency in using accounting software and ERP systems (i.e. QuickBooks).
- Excellent analytical, problem-solving, and decision-making skills.
- Exceptional interpersonal and communication skills to effectively interact with clients, team members, and other stakeholders.
- High attention to detail and strong numerical accuracy.
- Proactive and results-oriented mindset with a focus on continuous improvement.
- Ability to work under pressure, meet deadlines, and handle multiple priorities simultaneously.
- Proficient in Microsoft 365 applications.
- Advanced proficiency in Excel; including pivot tables, lookups, and spreadsheet management.
Education and Experience:
- Bachelor’s degree in accounting, finance, or a related field.
- Minimum 3 years of progressive experience in accounts receivable positions, experience in project and/or contract accounting are a plus.
- Additional certifications (e.g. CMA, CPA) are a plus.
Schedule:
- Remote.
- Full Time, Monday through Friday.
- Start time/end time flexibility (8AM-4PM, 9AM-5PM, 10AM-6PM).
