Project Accountant

POSITION SUMMARY

The Project Accountant manages accounts receivable billing, collections, and lien waiver processes across our projects. This includes submitting progress billings and pay applications, reconciling billed amounts against contract schedules, and tracking retention balances. The role also drives AR follow-up and collections monitoring aging reports, coordinating with Project Managers on billing disputes, and escalating at-risk accounts according to company process while managing lien waivers for both vendors and clients to ensure compliance with Arizona statutory requirements. As you grow into the role, your responsibilities may expand into broader project accounting support, such as job cost analysis and administrative support for Senior and Project Management, spanning the full project lifecycle from start-up through closeout.

KEY RESPONSIBILITIES

Project Billings

• Support Project Managers by entering progress billings and pay applications into the accounting system and submitting them to clients on schedule, in line with each project's billing cutoff dates
• Reconcile billed amounts against the contract's schedule of values to catch under- or over-billing
• Track retention withheld on each invoice and maintain a running retention receivable balance
• Submit compliance documents required for payment, including client conditional lien waivers, certified payroll, insurance certificates, and W-9s

AR Follow-Up

• Maintain and review AR aging reports by job, flagging invoices approaching or past terms (30/60/90+ days)
• Send routine payment status inquiries to client AP contacts, particularly on contracts with “paid when paid” terms
• Confirm invoices were received and entered correctly in the client's system, and resolve short-pays or disputed line items with Project Managers before they age further
• Follow up on outstanding lien waiver or documentation requests that are holding up payment

Collections

• Escalate aged or at-risk accounts per our defined process, and follow up periodically to ensure progress
• Draft and send formal collection letters or notices, including preliminary lien or bond claim notices where statutory deadlines apply
• Evaluate and recommend credit holds for jobs or clients with chronic late payment
• Apply cash and clear AR as payments are received, working with Project Managers when received amounts don't align with billed amounts
• Report collection status and risk exposure to leadership on a periodic basis

Lien Waiver Management (Vendor & Client)

• Manage the lien waiver process for both subcontractors/vendors and clients, ensuring accuracy and compliance at every payment stage
• Maintain organized, up-to-date waiver tracking logs by project and vendor to ensure timely collection
• Collect unconditional waivers from vendors once Owner funding is confirmed, verifying that waiver amounts reconcile with corresponding invoices and payments before processing
• Submit unconditional vendor waivers to clients
• Ensure all waivers comply with Arizona statutory requirements and are properly signed and authorized
• Confirm that outstanding retention, change orders, and disputes are resolved with the Project Manager before issuing final waivers
• Maintain organized documentation of all issued and collected waivers by project, supporting audit and lien-defense needs

Additional Responsibilities

• Perform other duties as assigned to support project and team success
• Assist in training and supporting team members
• Contribute to process improvements and operational efficiency initiatives

Required Skills & Abilities

• Strong verbal and written communication skills
• Excellent organizational and multitasking abilities
• Detail-oriented with strong problem-solving skills
• Self-motivated, with the ability to prioritize and work independently
• Proficient in Microsoft Office (Word, Excel, PowerPoint, Outlook, Teams)
• Experience supporting complex project execution
• Ability to read and interpret construction and bid documents
• Process-oriented mindset with a focus on efficiency and quality

Education & Experience

• Minimum of 2 years of accounting or administrative experience, ideally in construction or a related field
• Bachelor's degree in Business, Accounting, Project Management, or a related field preferred

Physical Requirements

• Prolonged periods at a desk and computer
• Ability to work in both office and jobsite environments
• Capable of walking, climbing, bending, and navigating active construction sites
• Ability to lift up to 25 pounds
• Occasional travel may be required

Performance Expectations

Success in this role is measured by:

• Timely billing entry and submission by due date
• Consistent AR follow-up and collections process to ensure timely, accurate payments
• Effective management and maintenance of all lien waivers for vendors, subcontractors, and clients
• Overall support of project timelines, compliance, and team efficiency