Accounting: Contract Administration

Job Description

Job Description

TITLE: Accounting (exempt/non-union/full time/in-person)                                 

Reports to : Controller

Position Summary: Employees in the accounting department will be responsible for supporting the Controller. Accounting department employees require strong cross-functional collaboration with various teams to ensure both organizational and project goals are delivered on time and within budget.  A partnership with project management teams is critical through reviewing, managing, tracking, maintaining, staying up-to-date and on top of the company’s financial accounts, AR/AP, bank accounts, project launch, project closeout, and credit card accounts. Although the responsibilities below may be split up amongst team members, all accounting employees should be cross trained on most departmental responsibilities.

ESSENTIAL DUTIES & RESPONSIBILITIES (not limited to):

Accounts Payable

• Receive and review all subcontractor and vendor invoices daily & distribute through proper channels for approval.
• Record received preliminary notice information from subcontractors and suppliers on projects. Ensure preliminary notices are closed out appropriate on projects & issue joint as necessary.
• Ensure subcontractor invoices are accompanied by proper lien release information specific to each job. Collect sub-tier waivers based on prelien log.
• Code invoices by job number and CSI code and review with Project Managers for accuracy prior to entering.
• Review subcontract invoices and change orders for accuracy and submit to Project Managers for final approval.
• Upon receipt of project payments, submit AP report by job to Project Managers, COO, and CEO for approval of payment.
• Make payment on vendor invoices and credit cards before due dates to avoid delay or late payment fees.
• When possible, take advantage of discounts for early payment with approval from CEO.
• Process all ACH and checks, matching payment stubs to invoices for future reference and tracking.
• Sign off on credit cards and expense reports; review for accuracy and job costing.
• Review W9 and 1099 information at year end.
• Review expense reports received from employees including reimbursements and credit cards. Ensure each expense maintains a corresponding receipt and approval.
• Enter credit card transactions in accordance with company card policies.

Accounts Receivable:

• Review weekly AR aging reports and discuss with Project Managers the timing of payments and delinquencies.
• Receive all payments from clients and ensure accurate and timely cash applications.
• Notify Project Managers of payment receipt and distribute appropriate lien waivers.
• Produce AP reports for Project Managers, COO, and CEO for disbursement of checks for funds received.
• Assist with billing where necessary. Generate off-contract invoices to clients with feedback from Project Management team.
• Analyze collection trends and escalate to appropriate parties where necessary.

Cash Management

• Clearing of bank registers in Sage 300 based on review of daily bank transactions.
• Bank reconciliation of primary bank account at the close of each month.

Contracts

• Administer and distribute contractual agreements to internal and external trade partners.
• Maintain subcontractor compliance and follow up with subcontractors who do not meet compliance standards.
• Request and prepare certificates of insurance as needed for projects and construction operations.
• Set up and maintain accurate vendor information in accounting system.
• Distribute invoices to appropriate teams within the company.
• Assist with month-and year-end closings as needed.

Cost Accountant

• Project Startup & Collaboration
• Assist with Project Closeout
• Project Cost Tracking & Reporting
• Budgeting & Forecasting
• Contract and Change Order Management
• Accounts Payable
• Oversight of 3 Profit Centers (service team, tool rentals, construction)

Payroll

• Enter payroll information and produce bi-weekly payroll, checking for accuracy of all required deductions (auto allowance, section 125 cafeteria, Empower, etc.).
• Run payroll audits and review as necessary.
• Produce final paycheck for terminating employees.
• Maintain an understanding of and accurately enter all Empower information in Sage.
• Request money transfer from Controller to cover payroll balance.
• Timely filing and deposits to all government agencies and retirement accounts (PCP and CBP).
• File all workers’ compensation, payroll tax reports, and 941 quarterly reports as necessary and on time to avoid late or inaccurate payments.
• Work with Republic Indemnity on Worker’s Comp audits and payroll totals.
• Follow all state and federal wage/hour laws as they relate to payroll compliance and storage of payroll information.
• Monitor and review prevailing wage and dues if necessary or as needed.
• Enter and maintain all employee payroll information into Sage and Empower in an accurate and timely manner.
• Manage and oversee changes to employee 401k withholdings.
• Process and verify requests for changes to employee Empower accounts.
• Process, distribute, and file W2s to employees through Aatrix.
• Receive and process invoices from retirement consultants and ensure consistent follow-up for accuracy.
• Set up new hire employees in Sage during onboarding process.
• Notify EDD regarding New Hires and termed employees.

Reports

• Follow internal controls to reconcile all bank accounts to meet monthly close deadline for internal reporting and clear all transactions.
• Attend bi-weekly Project Management and staff meetings to report on AR/AP as necessary.

Organization

• Maintain an organized, neatly kept filing system for all AR and AP hard and soft copies.
• Review, maintain, and audit all files necessary for monthly and annual reporting and backup.
• Work with Accounting team for seamless process between all parties.
• Attend all company-required and Accounting Department meetings; prepare necessary meeting documents for review as requested.

EDUCATION/EXPERIENCE/QUALIFICATIONS:

• College degree required – AA minimum; degree in accounting preferred. Construction industry accounting preferred.
• Understanding of Construction Lien Laws is a plus.
• Proficient in MS Office - Word, Excel, Outlook. Experience with Sage 300 preferred.
• Excellent communication skills (verbal and written). Customer service oriented.
• Organized with a strong attention to detail and accuracy; excellent follow-through skills.
• Ability to build and foster positive team relationships.
• Maintains a professional environment, demonstrates ethical behavior, and uses good judgement.
• Be adaptable, flexible, and resilient while managing multiple tasks concurrently in a fast-paced environment.
• Valid driver’s license and reliable transportation.

BENEFITS:

• Cell Phone Allowance: $50 per month reimbursement for the use of an employee-owned mobile phone.
• Discretionary Bonuses: Eligible participation in the Company's discretionary bonus program.
  
• Education Reimbursement: CVG encourages continued industry-related education and professional development. With prior approval, employees are eligible for 100% reimbursement of approved external training expenses.
• Employee Assistance Program (EAP): Confidential support resources available to employees and their families.
• Health Benefits: 100% company-paid medical, dental, vision, and life insurance for employees. Dependents may be enrolled for a fee.
• Holiday Pay: Ten (10) paid, company-recognized holidays each year.
• Paid Sick Leave: Employees receive 40 hours (5 days) of paid sick leave annually, beginning on their date of hire.
  
• Paid Time Off (PTO): Full-time exempt employees begin accruing PTO on the first day of employment. PTO usage is available after the completion of 90 days of employment. Accrual is based on length of service and earned per 80-hour pay period.
• Retirement Program: Company-sponsored Profit-Sharing Plan to support long-term financial security for full-time employees. 

OFFICE PERKS:

• Amenities On-Site: Fully equipped fitness facility with shower, free weights, punching bag, TV, and more; EV Chargers; Pickleball Court.
• Fully Stocked Kitchen : Daily coffee, breakfast, snacks, and beverage options; bi-weekly company sponsored lunches.
• Team Culture & Events: Frequent happy hours, team-building activities, community service, and company events.

This position has an annual salary range of $70,000-$105,000k. The actual salary offer will be carefully considered based on a wide range of factors, including your skills, qualifications, and experience. The range is subject to change and may be modified in the future.

We are unable to provide Visa Sponsorship for this position now or in the future.

Cody Vermette Group, Inc. is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, age, religion, sex/gender, sexual orientation, gender identity/expression, marital status, disability, national origin, or any other bases under the law. The Company will consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local "Fair Chance" laws.