AR & AP Accounting Administrator Job at Professional Electrical Contractors

Summary: Provide accounting support including accounts receivable, accounts payable billings and general accounting support. Additional responsibilities include contract set up and administration, purchase order entry, invoice data entry, change order administration and project closeout. Must be a self-starter coupled with multi-tasking abilities, as well as an effective Team Member who is able to work in a fast-paced environment; results driven; professionally responsive and accountable. Prior experience working in Construction Accounting is a plus.

Responsibilities and Duties:

General requirements for all positions:

• Excellent written and verbal communication skills.
• Must know Microsoft Office products including Word, Excel, Project.
• Must be self-motivated & punctual.
• Must be able to manage multiple tasks and have excellent follow up skills both internally and externally.
• Must be professional and polished in appearance and speech.

Specific requirements:

1. Coordinating between all the various department personnel which are at work on a project.
2. General knowledge of each department involved, from construction to accounting.
3. Generate project reports.
4. Create and maintain project files.
5. Process pay applications and lien releases.
6. Maintain projects lists and close out documentation.
7. Interface with Project Managers and be detail oriented with follow-up skills.
8. Assist department personnel in organizing work relating to specific assigned project deadlines.
9. Assign job numbers for all Construction, Telecom and Solar projects.
10. Monitor contracts process once received - scan into S drive, broadcast to Estimators and Project Managers, request contract review forms, ensure any/all issues with contracts get resolved and execute when approved.
11. Critique all contracts for proper documentation, comments, and changes before submitting to Contractor.
12. Control, monitor, manage and facilitate the payment process on all projects with specified time constraints, including all contracts, extras, change proposals, change orders and Construction Change Authorization's (CCA).
13. Process requisitions and time and material billings for Construction, Telecom and Solar projects.
14. Inquire on account receivable (A/R) payments for Construction, Telecom and Solar projects.
15. Reconcile all contracts on a monthly basis.
16. Obtain bonds when needed.
17. Obtain required Certificate of Insurance.
18. Create and monitor all Subcontractor, Sub-Subcontractor and Supplier lien waivers.
19. Process Budgets and Schedule of Values in CF Data for each job.
20. Daily updating of requisitions and invoices (JBE and JIE) and ensuring a month end update occurs for financial reporting.
21. Handle closeout paperwork (Warranties, Accounting Reconciliations, Minority Vendor Paperwork, No Tax Due Forms, etc.).
22. Daily interaction with Project Management personnel.
23. Create, broadcast and maintain weekly Contracts - SOV's - Budget Report.

1. Create Monthly Billings report of all projects to upper management for Construction, Telecom and Solar projects, as well as maintain same.
2. Maintaining Current Project List.
3. Facilitate accurate and timely posting of Accounts Payable invoices including working directly with vendors, Project Managers, and purchasing when needed.
4. Maintain accurate sales tax application to all invoices. Complete and distribute all sales tax documents required by states to vendors.
5. Reconcile all Monthly Vendor Account statements.
6. Maintain vendor accounts. Require proper documentation for all new vendors.
7. Notify Project Manager of overbilled purchase orders and assist with reconciliations.
8. Close out old or under-billed purchase orders as requested

Education / Experience

Bachelor's Degree (B.S.) or Associates Degree (A.A.) or equivalent from a two (2) year college or technical school/ or one (1) to three (3) years related experience and/or training; or equivalent combination of education and experience.

Computer Skills

C/F Data, MS Outlook, Microsoft Office Application - Word, Excel, & PowerPoint; Internet Explorer software for online billing purposes.

Physical Demands

The physical demands described here are representative of those that must be met by an Associate to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essentials functions.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential function.

The noise level in the work environment is usually quiet.

THE PEC WAY:

Build Long Term Relationships

• Handle all customer client interactions in a manner designed to build a long term relationship.
• Develop personal / social relationships with selective clients

Operate as One Team

• Build strong win-win relationships with other departments within PEC, including project management, marketing, business development, accounting, and superintendents.

Go the Extra Mile

• Do whatever it takes to ensure that PEC bids, proposals and jobs are competitive and have the greatest chance of succeeding. This may require the associate to arrive early, stay late, or perform tasks not specifically outlined in the job description.
• Double-check all critical work deliverables to minimize mistakes.

Never Stop Improving

• Initiate personal development program to build professional and managerial skills.
• Read local business and relevant construction trade publications.
• Initiate suggestions for company-wide process improvements.
• Research and maintain technological excellence in their work environment.

Engineer Win-Win Solutions

• Develop creative solutions to problems.
• Identify creative ways to deliver additional profit if possible.

Take Ownership

• Complete all activities with a pride of ownership "as if it was your name on the door."
• Participate in company-wide events, such as meetings, socials, etc.
• Demonstrate adherence to and performance in keeping with the goals of PEC's Equal Employment Opportunity Policy and Affirmative Action obligations.

Must be able to pass a drug screen that does not include THC.