Project Accounting Coordinator

Job Title: Project Accounting Coordinator

Job Description

The Project Accounting Coordinator supports project managers across the full lifecycle of civil engineering projects, with a strong emphasis on complex New York City public sector work. This role prepares fee proposals, drafts contracts and subcontracts, and ensures that projects comply with contract terms, public sector billing guidelines, and regulatory requirements typical of municipal and agency-driven projects. The coordinator develops work breakdown structures, project authorizations, and budgets aligned with client invoicing requirements, while closely monitoring project financials and supporting revenue recovery efforts. The position is fully remote and offers the opportunity to collaborate with high-performing teams on impactful public sector engineering and architectural projects.

Responsibilities

• Support project managers throughout the full lifecycle of civil engineering projects, particularly those involving complex NYC public sector work.

• Prepare fee proposals and template-based proposals that align with client and public sector requirements.

• Draft and review contracts and subcontracts to ensure accuracy, clarity, and adherence to contractual terms.

• Review and process subcontractor documentation, including subcontract agreements and related financial records.

• Develop Work Breakdown Structures (WBS) to organize project scope, tasks, and deliverables.

• Create project authorizations and establish project budgets in line with client expectations and funding constraints.

• Ensure projects adhere to contract terms, compliance standards, and regulatory requirements common to municipal and agency-driven projects.

• Support and process subconsultant invoices, ensuring consistency with contract terms and billing guidelines.

• Monitor project financials, including budgets, revenue, variances, and work-in-progress, with attention to public sector reporting and documentation standards.

• Assist with pre-bill reviews, identifying discrepancies and coordinating corrections with project managers and internal teams.

• Resolve revenue variances and support revenue recovery efforts within public funding and contractual constraints.

• Act as a liaison between internal teams, clients, subconsultants, and public agencies to ensure clear, compliant, and timely communication.

• Participate in monthly project review meetings to discuss performance, risks, and opportunities for improvement.

• Partner with Business Operations to analyze project performance and identify ways to improve financial outcomes.

• Prepare and manage change orders, ensuring that scope changes are accurately documented and properly reflected in budgets and contracts.

• Create and maintain pivot tables and VLOOKUPs in Excel to analyze project data, financials, and performance metrics.

Essential Skills

• At least 3 years of experience supporting complex NYC public sector projects.

• At least 3 years of experience drafting contracts and subcontracts.

• At least 3 years of experience preparing proposal templates and fee proposals.

• At least 3 years of experience managing and processing change orders.

• Experience working for an engineering or architectural firm with revenue over $150 million.

• Proficiency in creating pivot tables and using VLOOKUPs in Microsoft Excel.

• Proficiency with Deltek, BST, or Oracle project accounting or ERP systems.

• Ability to interpret and apply contract terms, compliance standards, and regulatory requirements in a public sector context.

• Strong analytical skills to monitor budgets, revenue, variances, and work-in-progress.

• Effective communication skills to coordinate with internal teams, clients, subconsultants, and public agencies.

• Strong attention to detail and organizational skills to manage multiple projects and deadlines.

Additional Skills & Qualifications

• Experience supporting NYC agencies, particularly the NYC School Construction Authority (SCA), is highly preferred.

• Experience with Deltek Vantagepoint is a strong plus.

• Prior participation in an ERP implementation, preferably involving Deltek Vantagepoint.

• Experience in civil engineering or architectural project environments.

• Familiarity with public sector billing guidelines and documentation standards.

• Ability to work independently in a remote environment while collaborating effectively with distributed teams.

Work Environment

This is a fully remote position that allows you to work from a location outside the West Coast time zone while collaborating closely with project managers, business operations, and other internal stakeholders. You will work in a professional, fast-paced environment focused on civil engineering and architectural projects, many of which involve NYC public sector agencies. Daily work involves extensive use of Microsoft Excel for data analysis and reporting, as well as project accounting and ERP platforms such as Deltek, BST, or Oracle, with exposure to Deltek Vantagepoint in some cases. The culture emphasizes collaboration, clear communication, and strong financial stewardship of projects, and team members report a positive, supportive environment where they enjoy working and feel highly engaged.

Job Type & Location

This is a Contract to Hire position based out of Camp Hill, PA.

Pay and Benefits

The pay range for this position is $32.00 - $37.00/hr.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following: - Medical, dental & vision - Critical Illness, Accident, and Hospital - 401(k) Retirement Plan - Pre-tax and Roth post-tax contributions available - Life Insurance (Voluntary Life & AD&D for the employee and dependents) - Short and long-term disability - Health Spending Account (HSA) - Transportation benefits - Employee Assistance Program - Time Off/Leave (PTO, Vacation or Sick Leave)

Workplace Type

This is a fully remote position.

Application Deadline

This position is anticipated to close on Jun 1, 2026.

About Aston Carter

Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® double diamond winner for both client and talent service.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email View email address on click.appcast.io (%View email address on click.appcast.io) for other accommodation options.

San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.

Massachusetts Lie Detector: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.