Position Summary
The Project Accounting & Purchasing Coordinator supports project managers, production staff, and the office manager by coordinating purchasing activities, managing project billing, maintaining inventory records, and tracking project progress through production and installation. This position combines accounting knowledge with operational involvement and offers opportunities for growth into project management, operations management, or accounting leadership.
Ideal Candidate
- Background in accounting, bookkeeping, accounts payable, accounts receivable, or project accounting.
- Strong organizational skills and attention to detail.
- Interested in expanding beyond traditional accounting duties into purchasing, project coordination, and operations support.
- Experience in construction, manufacturing, signage, or project-based businesses preferred.
Primary Responsibilities
Project Billing & Accounting Support
- Prepare customer invoices, progress billings, and final billings based on project status and contract requirements.
- Prepare and submit AIA billing applications and supporting documentation.
- Track billing milestones, retainage, and outstanding customer balances.
- Support the Office Manager with accounting-related tasks as needed.
- Maintain and organize accurate project financial records and documentation.
Purchasing & Vendor Coordination
- Source materials, equipment, and subcontracted services for projects.
- Obtain and compare vendor pricing and quotations.
- Create and issue purchase orders.
- Coordinate with vendors regarding lead times, deliveries, and order status.
- Resolve purchasing discrepancies, shortages, and backorders.
- Maintain vendor records and pricing information.
- Assist in identifying cost-saving opportunities and alternative suppliers.
Project Flow & Operations Support
- Track projects through design, production, installation, and completion.
- Maintain project status reports and production schedules.
- Coordinate communication between Project Managers, Production, Vendors, and Accounting.
Inventory Management
- Monitor and maintain inventory levels of commonly used materials and supplies.
- Coordinate receipt and verification of incoming materials.
- Assist with periodic inventory counts and reporting.
Qualifications/Requirements
- ·QuickBooks, ADP payroll, benefits administration, tax support, bookkeeping
- Ability to work 4/10s (40 hrs/wk Monday - Thursday 6:00am- 4:30pm)
Pay: $20.00 - $24.00 per hour
Benefits:
- 401(k)
- Dental insurance
- Health insurance
- Paid time off
- Vision insurance
Work Location: In person
