Project Accounting Assistant

Project Accounting Assistant at NK Architects

We are seeking a forward-thinking Project Accounting Assistant with a background in accounting and an interest in technology and process automation. The Project Accounting Assistant supports the Project Accountant and Project Managers by handling administrative and financial coordination for projects within Deltek Vantagepoint. This role functions as a project operations and financial integrity partner, enabling accurate billing, reliable reporting, and disciplined project execution. By bridging Finance, Project Management, and Operations, the position reduces risk, improves data quality, accelerates billing cycles, and enables PM's more time to focus on technical aspects of their projects.

This position is part of the Finance Department and reports into the Project Accountant. Training will be provided.

This is a full-time hybrid position, in line with NK's current office policy, a minimum of 3 days in the office, 2 days working remotely. Office policy is subject to change. During peak times, such as month end, quarter end, and year end there may be a need for overtime. The position is located at NK Architects NJ office, 95 Washington Street, Morristown NJ, 07960. Parking and Public transportation are available.

Duties and Responsibilities

Key responsibilities include, but are not limited to:

• Serve as a key partner to Project Accountants and Project Managers by ensuring accurate, compliant setup of projects in Deltek Vantagepoint, including contract fees structured by phase and task to support forecasting, billing accuracy, and financial reporting.
• Collaborate with Project Managers to establish and validate consultant budgets, helping align project scope, cost controls, and profitability targets.
• Drive disciplined project initiation and closeout by owning checklist-based reviews, confirming all contractual, financial, and documentation requirements are met to support audits and reporting.
• Maintain high-quality project data and records, strengthening data reliability across Finance and Operations.
• Proactively update project and phase status throughout the lifecycle to ensure real-time visibility into project health.
• Support PMs in managing workplans by updating hours, budgets, and task structures, helping teams identify variances early and adjust resources accordingly.
• Produce and distribute standardized project status and workplan reports, enabling informed decision-making and consistent project oversight.
• Play a central role in monthly billing readiness, ensuring all required documentation, approvals, and contract requirements are met prior to invoicing for both project and ASR contracts.
• Coordinate consultant invoice tracking, review routing, and approval follow-ups to prevent billing delays and cost overruns.
• Partner with internal stakeholders to keep billing cycles on schedule, reducing revenue leakage and administrative bottlenecks.
• Assist with the processing and distribution of monthly invoices
• Assist with completion of post billing reporting required to accompany invoices
• Perform post-billing and ongoing project reviews / audits to ensure project financials are complete, accurate, and aligned with contractual terms.
• Collaborate with operations and finance to identify risks, discrepancies, or process gaps and support timely resolution.
• Ensure project documentation and status are audit-ready, organized and easily accessible.
• Assist with AR reports, graphs and dashboards to track AR KPI's for project managers and leadership team
• Assist in the coordination of weekly timeline approvals to ensure accurate labor reporting and billing alignment.
• Process time corrections and reallocations prior to billing to improve revenue accuracy.
• Support time analysis for ASR preparation, contributing to transparent reporting and margin protection.
• Maintain well-organized project folders and assist with project-related emails and communication.
• Act as a helpful connection point between project teams, Finance, Operations, and consultants to keep information moving smoothly.
• Share updates and reminders with stakeholders to ensure tasks stay on schedule.
• Additional Ad hoc tasks as requested

Required Skills/Abilities

• Strong computer skills a must, intermediate in Excel and Word
• Well organized and able to prioritize and self-manage workload
• Strong written and verbal communication skills
• Experience in Architectural or Engineering firm a plus
• Experience working within ERP systems and accounting software
• Have a professional approach, attention to detail and respectful of deadlines
• Works well in a team environment
• Growth oriented and open to constructive feedback

Education and Experience

• Minimum college graduate Accounting, Finance, Business Administration, or related field
• Minimum 3-5 years of full-time work experience
• Prior industry experience or experience in small to mid-size firm a plus
• Experience with Deltek Vision or Deltek Vantagepoint a preference

Supervisory Responsibilities

• None

Physical Requirements

• Prolonged periods sitting at a desk and working on a computer.