Specialist, Contracts & Billing

The Project Accountant (C&B Specialist) is responsible for the accounting and financial reporting projects (namely, design and installation of commercial kitchens and related equipment).  This includes maintaining revenue and COGS by project, monitoring of billing and receivables, and compliance with contract terms. This role works closely with Sales, Project Management, customers, and subcontractors to ensure contractual requirements are met, billing is accurate and timely, receivables are collected, and projects are properly closed out.

ESSENTIAL FUNCTIONS & RESPONSIBILITIES:

Financial / Cost Accounting:

• Review revenue and margin each month to ensure consistency with project forecasts.

• Prepare monthly revenue forecasts and accounts receivable updates.
• Assist with job reconciliation, final billing, commissions, and collection efforts.
• Ensure all applicable job costs are posted and accurately reflected in billing.

Contract Administration:

• Review contracts, general conditions, and project requirements for accuracy and compliance with applicable terms.
• Coordinate insurance certificates, payment and performance bonds, contract amendments, and extensions.
• Assist with bids, bid bonds, prequalification, and review of prevailing wage and other contract requirements.

Compliance & Reporting:

• Coordinate certified payroll and prevailing wage requirements with contractors and appropriate agencies.
• Maintain required payroll, lien waiver, and subcontractor documentation.
• Support OCIP enrollment, monthly reporting, and closeout requirements.
• Maintain timekeeping/job codes and ensure appropriate payroll classifications are applied.

Project Closeout:

• Monitor jobs that have been final billed and identify outstanding issues.
• Coordinate resolution of open contract, billing, and documentation requirements.
• Validate final system matches to ensure all costs have been posted.
• Support timely and accurate job closeout.

Communication & Coordination:

• Act as a liaison between the company, customers, subcontractors, project teams, HR, and other stakeholders.
• Communicate contract, billing, payroll, and compliance requirements effectively.
• Attend required meetings and follow up on outstanding documentation and approvals.

COMPETENCIES:

• Strong organizational and time management skills.
• Excellent written and verbal communication skills.
• Highly detail-oriented with a strong commitment to accuracy.
• Strong understanding of contracts, billing, and project documentation.
• Ability to manage multiple priorities and deadlines.
• Strong analytical and problem-solving skills.
• Ability to work collaboratively with internal and external stakeholders.
• Proactive approach to identifying and resolving issues.

QUALIFICATIONS & EXPERIENCE:

• 3+ years of cost accounting or general accounting experience.
• Bachelor’s degree in Finance or Accounting is a PLUS
• Construction or construction services experience preferred.
• Experience with AIA billing, certified payroll, prevailing wage, or subcontractor administration preferred.
• Proficient in Microsoft Office applications.
• Experience with ERP, billing, or project management systems preferred.
• Prior experience in foodservice equipment and supplies desired.
• Ability to successfully pass a background check post offer acceptance.

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