Project Accounting Analyst

Your Responsibilities as a Project Accounting Analyst:

Project Set-up & Maintenance

• Ensure Projects are set-up in the accounting system in accordance with the client contract in a timely manner.
• Review and ensure contract terms agree to information provided on Project Set-up form (PSF).
• Maintain project-related records, including contracts, change orders, PSF and other project related documents.
• Ensure billing rates are set-up in accordance with the contract and/or company guidelines.
• Ensure change orders are processed timely.
• Assist project managers to ensure revenue and cost budgets are set-up properly.
• Close out projects timely upon completion.

Invoicing

• Review project expenses and ensure they are reflected correctly and calculating at correct rates.
• Establish a regular routine for preparing invoices and submitting to project managers for review and approval.
• Ensure all invoices and billings are prepared in accordance with contract and/or company guidelines.
• Ensure all invoices are posted into the accounting system when submitted to clients.
• Reconcile all unbilled (WIP) or deferred (negative WIP) balances monthly and address or elevate accordingly.
• Ensure subcontractor invoices are entered timely and paid according to APEX’s pay-when-paid policy/guidance.

Collections

• Establish a regular routine for “courtesy” follow-ups on invoices submitted to clients.
• Review past-due invoices on a weekly basis with project managers and determine a plan of action for following up with the client. This should include documenting actions taken.
• Coordinate with Corporate Receivable Staff regarding collections.
• Track retainers and application of retainers to projects.

Monitor Projects and Project Financials

• Review and work with project/division managers on an on-going basis to address the following:
• Negative Backlog - Projects where JTD revenue exceeds budget.
• WIP balances – determine the cause and resolution of any WIP balances after billings are complete and elevate to management as needed.
• Inactive project – review inactive projects or projects without activity for an extended period and if WIP and A/R balances are clear, complete or close-out as appropriate.
• Ensure accurate cost and revenue accruals on projects, and research any discrepancies.
• Understand and validate appropriate revenue recognition on projects.

Other Responsibilities

• Compile information for internal and external auditors as required.
• Attend project reviews and meetings regarding your projects (financial information or discussions).
• Support project managers on any project-related financial activities.
• Support and develop ad-hoc reports as needed for management.
• Support compliance on corporate initiatives.
• Communicate effectively with other project team members, and elevate concerns to management.
• Support other ad-hoc tasks as deemed necessary.