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Under the supervision of the Lead Project Financial Assistant (PFA), Project Financial Assistant I-II assists and provides support for the service operations and functions of the organization's financial and administrative systems. PFA I-II works closely with Project Managers to administer financial aspects of projects.
Job Responsibility
Accurately and completely initialize projects in the company financial system
Assists with budgets in the financial systems
Works closely with Project Managers to ensure early warning of potential overruns
Re-allocates budgets as required
Prepares billing reviews, draft invoices, and monthly reports for PM's monthly review and ensures that all charges are in the correct phases and/or time is accurately charged
Provides analysis of Work in progress (WIP), billings, collections, and receivables
Assists Project Manager (PM) in tracking out-of-scope work to ensure that change orders are prepared and executed when needed
Prepares and distributes weekly/monthly office reports and drives actions to resolve indicated issues
Prepares invoices to bill every project monthly
Drives action to bring the number of days billings in WIP and accounts receivable (AR) to company goal
Prepares and routes documentation both inside and outside of the company to drive billings and assist collections
Proactively initiates contact with customers to resolve issues
Assists Project Manager in the preparation of Subconsultant Master Service Agreements and Task Orders
Processes Vendor/Subconsultant invoices to ensure that current Subconsultant MSAs, insurance, and payment terms comply with company policies
Monitors payment of Vendor/Subconsultant invoices
Enters in-house project expenses
Processes contract changes/amendments in the financial system with prior approval
Attends Soft Close, WIP Aging, and AR aging meetings as needed
Prepare pay applications and reimbursement forms when needed
Works closely with Project Managers on all of the above and any other required tasks to ensure projects are maintained
Work with marketing to provide up-to-date data for proposals
Collects credit card payment information and route for processing
Prepare cover letters and invoices for the projects to submit to the client
Support technical sectors and client communities in whatever they need, i.e., proposals, time management, work schedules, budgets, and whatever else they may request
Uses data entry equipment/software to record assigned data
Schedule monthly meetings for the Tech Sector Manager and attend meetings as needed basis
Notarizes paperwork, when needed
Assists with audit and overhead submittal paperwork
Complies with all applicable safety guidelines and standards
Able to exhibit high level of confidentiality
Maintain professional appearance and demeanor
Performs other duties as assigned
Requirements
High school diploma or GED required
Associate's or bachelor's degree in Accounting, Finance or related field is preferred
Minimum of 2 years' related experience or the equivalent thereof
Minimum of 1 year's accounting-based software experience preferred
Preferred prior experience with an engineering and/or architecture firm
Must have a valid driver's license and acceptable driving record
Must be able to pass drug and alcohol test
Must be authorized to work in the United States without current or future sponsorship