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Administrative Assistant & Project Accountant

Basic Function:
Provide administrative and project accounting support to ensure efficient office operations and accurate financial management of projects.

Essential Duties & Responsibilities (including but not limited to):

Administrative Support

• Answer and direct phone calls; greet and assist office visitors.
• Manage office supply inventory and place orders as needed.
• Schedule building maintenance and coordinate Lunch and Learns.
• Process incoming/outgoing mail and delivery requests; make occasional deliveries.
• Create and update AIA contracts, documents, and specifications.
• Assist with project and contract documentation; create and manage project setup, contacts, and organizations in Newforma.
• Maintain internal reports such as staff assignments.
• Prepare and distribute correspondence, memos, and forms.

Project Accounting

• Analyze contracts for billing terms and project setup requirements.
• Generate client invoices and monitor accounts receivable.
• Track project budgets and assist project managers with financial oversight and profitability.
• Review and process consultant invoices; perform ledger reconciliations.
• Audit and prepare financial reports on billing, unbilled work, and outstanding receivables.
• Assist with accounts payable and provide backup support across accounting functions.

Other Duties

• Perform other duties as assigned to support office operations and project accounting functions.

Qualifications & Skills

• Strong organizational skills and keen attention to detail.
• Professional, courteous demeanor with excellent verbal and written communication.
• Ability to multitask and manage time effectively in a fast-paced environment.
• Discretion in handling confidential information.
• Proficiency in Microsoft Office, Adobe Acrobat/Bluebeam; experience with PowerPoint and Newforma preferred.
• Familiarity with accounting principles and software; experience with DelTek Vision First Essentials is a plus.
• Notary Public qualification preferred (or willingness to obtain).

Education & Experience

• A high school diploma or equivalent is required; an associate’s or bachelor’s degree in accounting, finance, or business is preferred.
• 5–7 years of relevant administrative and/or accounting experience, preferably in an A/E professional services firm.

Other Requirements

• Valid driver’s license and access to a personal vehicle for deliveries and errands.
• Ability to lift and move at least 10 lbs. regularly, and occasionally more.
• This role requires sitting for extended periods and regular movement around the office.