[Hiring] Project Accounting Coordinator @Aston Carter

Role Description

The Project Accounting Coordinator supports project managers and business operations by preparing project financial documentation, coordinating contracts and subcontracts, and ensuring projects adhere to contractual and financial requirements. This role focuses on project setup, invoicing, change order management, and financial analysis to help improve project profitability and overall performance. The position is fully remote and offers the opportunity to work with a collaborative team in a strong, supportive culture.

Responsibilities

• Prepare fee proposal templates, draft contracts, and subcontracts for review, ensuring accuracy and alignment with project requirements.
• Review and coordinate contracts, subcontracts, and change orders to ensure projects adhere to contract language and requirements.
• 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 processing subconsultant invoices through the project accounting system in a timely and accurate manner.
• Monitor project financials, including variances, revenue, budgets, and work in progress (WIP), and follow up on revenue variance issues and revenue recovery.
• Participate in resolving project financial issues by collaborating with project managers and business operations teams.
• 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 complete client invoicing.
• Participate in monthly project review meetings and collaborate with business operations teams to discuss project performance.
• Assist business operations with the analysis of project budget performance and provide recommendations to improve financial outcomes.
• Create and maintain Excel reports, including pivot tables and VLOOKUPs, to support project financial tracking and reporting.

Qualifications

• At least 1 year of experience entering invoices in a project or financial accounting system.
• 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 managing or processing change orders.
• Experience working for an engineering or architectural firm with revenue over $150 million.
• Ability to review and coordinate contracts, subcontracts, and change orders with attention to detail.
• Proficiency in creating pivot tables and using VLOOKUP functions in Microsoft Excel.
• Proficiency with Deltek, BST, or Oracle project accounting or ERP systems.
• Strong organizational skills and the ability to manage multiple projects and deadlines.
• Effective written and verbal communication skills to liaise with internal teams, suppliers, and clients.
• Demonstrated interest in or experience with project coordination responsibilities.

Requirements

• Experience with Deltek Vantagepoint is highly desirable.
• Experience participating in an ERP implementation, preferably Deltek Vantagepoint.
• Familiarity with proposal development processes and template creation in a professional services environment.
• Background in project accounting or project coordination within engineering or architecture firms.
• Ability to analyze project budget performance and recommend actions to improve financial outcomes.
• Comfort working in a remote environment while collaborating with distributed teams.
• Openness to developing into a broader project coordinator role over time.

Benefits

• Medical, dental & vision
• Critical Illness, Accident, and Hospital
• 401(k) Retirement Plan – Pre-tax and Roth post-tax contributions available
• Life Insurance (Voluntary Life & AD&D for the employee and dependents)
• Short and long-term disability
• Health Spending Account (HSA)
• Transportation benefits
• Employee Assistance Program
• Time Off/Leave (PTO, Vacation or Sick Leave)

Company Description

Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence.