Project Accountant

As a Project Accountant at Ware Malcomb, you will be a key member of the administrative team, providing specialized and efficient support to our regional offices. In this role, you will analyze projects from start to finish, working closely with project teams and clients to process accurate contracts, budget reports, and billing. By building strong relationships with regional office staff and clients, you will provide customized support across key functions, including budgeting, contracts, billing, and accounts receivable. You will analyze project information to ensure compliance with Ware Malcomb’s standard guidelines and collaborate with other Project Accountants to maintain consistency in procedures and service across all regional offices.

Your Role

Budgets & Contracts:

• Preparation of all standard client and consultant contracts using approved contract templates
• Reviewing approved proposals and budgets for accuracy and consistency prior to preparing the corresponding contracts
• Updating the accounting system to reflect client-specific billing requirements
• Preparation, maintenance and entry of all budgets in Deltek Vantagepoint.
• Working with project team to obtain all necessary information to set up projects in the system, enter budgets and prepare contracts
• Detecting & alerting Project Accounting Manager of any projects or contracts that fall outside of the firm’s standard contract form or process
• Working closely with Project Accounting Manager to coordinate contract revisions
• Coordinating with Project Managers to obtain contract signatures from clients and consultants
• Processing close-out projects at the end of every month

Billing:

• Generating and distributing monthly billing drafts to Project Managers company-wide
• Preparing Monthly Invoicing & related paperwork including Payment Applications, Waivers; coordinating Consultant Certifications & Consultant Waivers with consultants payable team
• Researching and working with Project Managers to resolve discrepancies between forecasted billing amounts and actual billings by the monthly billing deadline
• Responding to billing-related calls and emails from internal customers related to invoicing
• Conducting regular training for new & existing Project Managers on the billing process

Accounts Receivable:

• Running a monthly aging report and follow up on past due balances by phone and email
• Participating in monthly A/R calls with Office Leaders and Operations Managers
• Processing invoice revisions and responding to client requests
• Researching payment applications and reconciling A/R ledgers

Consultants Payable:

• Reviewing consultant invoices to ensure compliance with contract and budget
• Working with the Project Management team to resolve budget and invoicing issues

Miscellaneous:

• Conduct monthly Operations Meetings
• Work closely with Operations Managers to improve processes & encourage consistency & adherence to established processes
• Demonstrate good judgement and strong grasp of accounting principals when guiding Project & Office Leaders in decision making
• Partner with their office(s) on KPI’s such as revenue, DSP and profitability

Qualifications

• Excellent Communication skills - written and verbal - are essential
• Detail-oriented individual who emphasizes accuracy is essential
• Well-organized and thorough are essential traits of the individual
• Must have experience with Microsoft Office applications
• Experience with Deltek Vision/Vantagepoint software a plus
• Knowledge of basic construction lien forms is a plus
• Experience with billing, and completing payment applications, lien waivers and releases is a plus