Project Accounting Coordinator
Callison, LLC - Seattle, WA

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Essential Duties and Responsibilities: (other duties may be assigned)

Activates & sets up projects in accounting/project management system in accordance with client billing requirements. Communicates project status and project numbers to appropriate staff.
Ensures that processes and procedures for contracts are followed; signed proposals are received for all consultant work; change orders are documented and signed and that original copies of fully executed client and consultant agreements reside in the Contracts Department.
Keeps accounting system current with respect to contract fee maximums and change orders.
Timely prepares invoices and reports in accordance with department procedures and understands information related to the billing process including contracts, projects costs, and change orders.
Prepares and issues supplementary information such as pay applications or custom invoices.
Proactively identify & resolves project costs issues and keeps Project Manager apprised as appropriate. Reviews billing worksheets and other reports for errors.
Close projects on a timely basis when the project is completed.
Convey a thorough understanding of the various fee types used at Callison and the impact that labor and consultant fees have on project profitability. Understands the interactions between these fee types and revenue recognition. If necessary, request the accountants to make accurate adjustments to the general ledger and explains the effects of specific transactions to Project Mangers.
Obtain appropriate Project Manager approval for consultant invoices and processes the consultant invoice so it can be paid when due. When necessary, rejects invoices in a timely manner & notifies consultant & Project Manager of these issues.
Authorizes payment of consultant invoices after receipt of payment from the client, ensuring consultants are paid in a timely manner and avoiding prepayment of consultants for which Callison has not received payment. Reconciles consultant statements on a monthly basis.
Obtain appropriate approval for contract employee invoices and correctly enters time for project related costs. When necessary, rejects invoices in a timely manner & notifies contract employee of the issues.
Resolves all discrepancies related to invoicing or payment questions from clients and Project Managers. Regularly reviews client accounts receivable balances and provides feedback to Project Manager.
Schedule and attend monthly meetings with Project Managers to review status of signed contracts and change orders, review project costs compared to budgets and discuss strategy to bring projects within budget if costs are exceeding budge. Review client A/R status and discuss payment strategy, discuss WIP, URR, and project status.
Prepares and provides reports to Project Managers as defined and prepare Adhoc reports when requested or needed.
Obtains appropriate approvals to issue or write-off invoices or costs charged to a project.

Knowledge, Skills and Abilities:
Bachelors degree preferably in Accounting, Finance, or Business Administration.
Minimum three years previous accounts receivable experience.
Minimum two years experience professional services invoicing or project accounting support.
Must have intermediate proficiency in Microsoft Excel and Word
10 key by touch.
Thorough understanding of A/R software, reports and procedures, including the impact of all transactions on payables and the General Ledger.
Must demonstrate strong communication skills at all levels of interaction; both internally and externally.
Ability to meet deadlines consistently, displaying flexibility and cooperation with team members as well as organizing and prioritizing ones own workload.
Ability to maintain financial security by following internal controls.
Ability to apply strong problem solving skills in general procedures and policies to specific situations, and in identifying unique situations that would need the attention of the Senior Lead Account Receivable Coordinator, Accounting Manager, or Controller.
Ability to handle last minute requests by obtaining missing or incomplete information, making corrections and making adjustments.
Demonstrated commitment to follow through when errors are identified and in making corrections, implementing new procedures, and processing special requests.
Ability to work effectively in a team environment by providing assistance to others when appropriate and by sharing best practices learned with others as a result of this position.
Ability to maintain a high standard of service by demonstrating a strong ability to work under the pressure of deadlines and frequent interruptions, remaining professional, responsive and cooperative.
Ability to work with integrity, trust and commitment, setting an example for others.

Required experience: 2 - 5 years
Minimum required education: Bachelor's Degree
Job category: Production & Operations

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