Accountant Project Coordinator - Custom Home Building

Accountant Project Coordinator – Custom Home Building

Overview

The Accountant Project Coordinator manages billing, draws, invoicing, lien waivers, and project accounting for a portfolio of custom home projects. This role ensures accurate, timely financial documentation for clients, lenders, title companies, and trade partners while supporting monthly close processes and providing leadership to a small accounting team.

Key Responsibilities

Billing and Draws

• Prepare and present monthly project draw statements (pay applications) to clients, banks, and title companies by established due dates.
• Prepare monthly sworn statements and any additional lender- or title-required documents.
• Enter draw invoices into QuickBooks Online.
• Manage client receipts and subcontractor/vendor disbursements.
• Maintain a personal portfolio of 7–15 concurrent projects ranging from $1M to $8M.

Invoice Processing

• Receive, print, and file subcontractor invoices.
• Review each invoice against its purchase order to confirm accuracy and that it has not already been billed.
• Identify and investigate extras or incorrect billing.
• Approve invoices after review.
• Enter approved invoices into QuickBooks Online in weekly batches.

Draw Payment and Lien Waivers

• Create and send subcontractor lien waiver requests for each draw.
• Review returned waivers for accuracy and request revisions as needed.
• Prepare and review partial, final, conditional, and unconditional lien waivers.
• Create A. Perry lien waivers for title company jobs.
• Hand-off or mail subcontractor checks for cash jobs.

Warranty

• Manage warranty billing, tracking, approvals, invoicing, and payment.

Compliance and Contracts

• Manage and submit copyright filings for architectural designs.
• Notarize sworn statements, lien waivers, and contract documents as needed (Illinois notary commission preferred).

Accounting and Monthly Close

• Complete monthly credit card reconciliations and statement coding.
• Make weekly bank runs to deposit checks.
• Perform data entry and general accounting tasks to keep financial records current.
• Lead monthly accounting meetings to review project status and close the fiscal month.

Team Leadership

• Supervise a team of 2–3 accountants managing a combined 10–30 concurrent projects.
• Review team members’ draw statements for accuracy before submission.
• Write and maintain standard operating procedures (SOPs) for accounting processes.

Communication and Administrative Support

• Serve as the primary accounting contact for clients, trade partners, lenders, and title companies regarding billing and payment questions.
• Resolve day-to-day billing and payment issues, escalating as needed to the Controller or leadership.
• Open, sort, distribute, and file office mail.
• Support the Accounting team and other A. Perry departments with additional duties as needed.

Typical Cadence of Duties

Daily

• Open, sort, distribute, and file mail.
• Receive, print, and file incoming invoices.
• Respond to client, trade partner, lender, and title company inquiries and resolve billing issues.

Weekly

• Review invoices against purchase orders and enter approved invoices into QuickBooks Online.
• Make bank runs to deposit checks.
• Track and process warranty billing and payments.

Monthly

• Prepare and submit draw statements and sworn statements by the due date.
• Send waiver requests, review returned waivers and create waivers for title jobs.
• Enter draw invoices into QuickBooks Online and release subcontractor payments.
• Review team members’ draw statements before submission.
• Reconcile and code credit card statements.
• Lead the monthly accounting meeting and close the fiscal month.

As Needed

• Submit copyright filings for new architectural designs.
• Notarize documents.
• Update SOPs.