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Project Accounting & Admin. Specialist

Manvel, TX 77578

Posted: 02/29/2024 Employment Type: Contract To Hire Job Number: 575

Job Description

Company Overview:  a distinguished provider of machine tool repair and rebuild services, dedicated to maintaining and enhancing the performance of industrial machinery. We are seeking a qualified professional to join our team and contribute to the success of our operations.
Position Overview: The Project Accounting & Administration Specialist will play a pivotal role in overseeing financial aspects related to machine tool repair and rebuild projects. This multifaceted role requires a combination of project accounting expertise and advanced accounting support.
  • Project Accounting:
    • Collaborate with management to create, monitor, and update project budgets, ensuring accuracy and completeness.
    • Track project expenses, reconcile accounts, and generate comprehensive financial reports for management review.
    • Conduct regular financial analysis of projects to identify variances and provide recommendations for cost optimization.
  • Cost Control:
    • Maintain effective recordkeeping for machine tool repair and rebuild projects, ensuring adherence to budgetary constraints.
    • Work closely with management to identify cost-saving opportunities and mitigate financial risks.
  • Billing and Invoicing:
    • Prepare, review, and submit to management job tickets for approval, ensuring accuracy and timely submission in accordance with project milestones, and invoice customers as directed by management.
    • Address client inquiries regarding invoices, resolving discrepancies and ensuring customer satisfaction.
  • Accounts Receivable:
    • Manage accounts receivable, including monitoring client payments, conducting collections, and reconciling discrepancies.
    • Work collaboratively with management to optimize cash flow and reduce outstanding receivables.
  • Accounts Payable:
    • Invoice Processing: Receive and review incoming invoices from vendors, ensuring accuracy and completeness of information.
    • Verification of Documents: Match invoices with purchase orders and receiving documents to confirm the validity of the transaction.
    • Data Entry: Enter invoice details into the accounting system accurately and in a timely manner, assigning appropriate general ledger codes and cost centers.
    • Payment Processing: Prepare and process payments to vendors, including checks, electronic transfers, and ACH payments, in accordance with payment terms, company policies, and management approval.
    • Vendor Communication: Respond to vendor inquiries regarding payment status, discrepancies, and other account-related matters in a professional and timely manner.
    • Reconciliation: Reconcile vendor statements with accounts payable records to ensure all invoices are accounted for and discrepancies are resolved promptly.
    • Expense Reports: Review and process employee expense reports, verifying receipts and adherence to company expense policies.
  • General Accounting Support:
    • Complete the month-end close process, including journal entries, reconciliations, and financial statement preparation for management.
    • Support the General Manager with financial audits by providing accurate and timely documentation.
  • Documentation and Compliance:
    • Maintain organized and complete project accounting records.
    • Assist in the preparation of financial documentation for external audits.
  • Payroll:
    • Compile and process payroll information, including hours worked, overtime, bonuses, and deductions.
    • Verify accuracy of timekeeping records and resolve discrepancies.
    • Enter payroll data into the system accurately and in a timely manner.
    • Maintain and update employee records, including changes in tax status, exemptions, etc.
    • Stay informed about relevant federal, state, and local regulations to ensure compliance with payroll-related laws.
    • Prepare and submit payroll taxes and other statutory deductions in accordance with established deadlines.
    • Review payroll reports for accuracy and completeness, conducting regular audits to identify and correct discrepancies.
    • Verify and reconcile payroll data to ensure consistency and accuracy.
    • Collaborate with General Manager to address payroll-related issues and discrepancies.
    • Maintain organized and up-to-date payroll records, ensuring documentation is readily accessible for internal and external audits.
  • Administrative Assistant to General Manager:
    • Serve as a primary point of contact for external stakeholders, screening inquiries for the General Manager.
    • Draft and edit correspondence, emails, and other communications with precision and professionalism as directed by the General Manager.
    • Prepare agendas, materials, and logistics for meetings, ensuring all necessary resources are in place.
    • Attend and record minutes during meetings, if required.
    • Assist in the preparation and editing of reports and presentations.
    • Assist in the coordination and execution of special projects, including collation of data for insurance renewals, property tax renditions, etc. as directed by the General Manager.
  1. Education and Experience:
    • Degree in Accounting, Finance, or a related field.
    • Proven experience in project accounting and advanced accounting support roles.
  2. Technical Skills:
    • Proficiency in accounting software (Sage) and advanced MS Excel and Word skills.
    • Familiarity with project management and cost control principles.
  3. Communication:
    • Strong verbal and written communication skills, with the ability to collaborate effectively with cross-functional teams.
  4. Detail-Oriented:
    • Meticulous attention to detail and accuracy in financial data management.
  5. Adaptability:
    • Ability to thrive in a dynamic environment, managing multiple priorities and deadlines.

If you are a highly motivated finance professional with a background in project accounting and advanced accounting support, we invite you to apply. Join our team and contribute to the financial success of a leading machine tool repair and rebuild facility.

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