Project Financial Assistant I-II Job at Souder Miller & Associates (Arvada)

Job Description

Under the supervision of the Lead Project Financial Assistant (PFA), Project Financial Assistant I-II assists and provides the support and 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 budget in the financial systems
Works closely with Project Managers to ensure early warning of potential over-runs
Re-allocates budgets as required
Prepares billing reviews, draft invoices, and monthly reports for PM's monthly to review and ensure 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 drive actions to resolve indicated issues
Prepares invoices with the goal of billing every project every month
Drives action to bring number of days billings in WIP and accounts receivables (AR) to company goal
Prepares and routes documentation both inside and outside of 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 current Subconsultant MSAs, insurance and payment terms are in compliance with the company policies
Monitor payment of Vendor/Subconsultant invoices
Enters in-house project expenses
Processes contract changes/amendments in the financial system with prior approval
Attending Soft Close, WIP Aging and AR aging meetings as needed
Prepare pay applications and reimbursement forms when needed
Familiar with Ajera inquiries, widgets, and reporting features
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 of the projects to submit to client
Assist Project Managers (PMs) with information they need, i.e., reports, past projects information, past invoices
Code Accounts Payable (AP) invoices, scan, and email to AP
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
Timesheets- Complete personal timesheets in a timely manner with accurate and complete accounting for all activities
Clerical duties to include scanning, filing, documentation, data entry
Answer phone inquiries and provide information to clients as requested
Treat co-workers and clients with respect and courtesy including good interpersonal skills
Able to exhibit high level of confidentiality
Maintain professional appearance and demeanor
Performs other duties as assigned

Requirements

High school diploma or GED required
Minimum of 2 years' related experience or the equivalent thereof
Must have a valid driver's license and acceptable driving record
Must be able to pass drug and alcohol test
Candidates must be authorized to work in the United States without current or future sponsorship

Nice to have

Associates or bachelor's degree in Accounting, Finance or related field is preferred
Minimum of 1 year's Accounting based software experience preferred
Preferred prior experience with an engineering and/or architecture firm

What we offer

Health
Dental
Vision
401K Retirement Plan
Employee Stock Options (ESOP)
Life/ADD/Short Term/Long Term Insurance
ID Theft Protection
Voluntary Insurance
FSA
Dependent Care
Employee wellness program
Employee assistance program
Cell phone reimbursement
Flexible work schedule
Paid Time Off (PTO)
Jury Duty Pay
Education Reimbursement
Professional dues

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Project Financial Assistant I-II

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Requirements

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