Project Accounting and Payroll Administrator

Job Title
Project Accounting and Payroll Administrator

Location
Predominantly Remote, Periodic In-Person Meetings and Training in/around Raleigh, NC

Schedule
Part-Time (15-25 hours per week)

About Us
Goins Sweitzer Engineers and Consultants (GSEC) is a multi-modal, transportation-focused consulting firm offering construction management solutions to our clients’ infrastructure project needs through the delivery of responsive, high-quality construction and engineering inspection (CEI), contract administration, construction materials management, utility coordination, training, value analysis, cost estimating, risk assessment, and specialized project and program management consulting services.
We are committed to delivering exceptional services and creating a truly outstanding experience for both our employees and our clients. Our firm was built with the vision of fostering a work environment that inspires personal and professional growth, empowering every individual to reach their fullest potential. This employee-centric culture fosters an environment that attracts top-tier professionals who are deeply committed to delivering exceptional, high-quality services with professionalism and genuine care for our clients.
Position Summary
The Part-Time Project Accounting & Finance Specialist will be responsible for the firm’s accounts receivable, project financial tracking, subconsultant invoice administration, and biweekly payroll (to include some HR functions within payroll system).
This position requires exceptional attention to detail; advanced Excel capabilities; sound financial judgment; high integrity and trust in handling sensitive information; and the confidence to follow up with clients, project managers, and subconsultants when information or action is needed. The successful candidate will not simply process transactions; they will help GSEC maintain accurate, timely, and well-organized financial systems as the company grows.
Key Responsibilities
Accounts Receivable and Client Invoicing

• Prepare accurate and timely monthly client invoices in accordance with contract terms, billing schedules, and project requirements.
• Coordinate with project managers to obtain supporting documentation, confirm billing status, and resolve discrepancies before invoices are submitted.
• Maintain accounts receivable records and monitor outstanding balances and invoice aging.
• Follow up professionally and consistently on unpaid or overdue invoices.
• Record and reconcile payments received, ensuring they are applied to the appropriate clients, projects, and invoices.
• Maintain organized billing documentation and supporting records for each project.

Project Financial Management

• Establish and maintain project budget-tracking tools.
• Monitor project budgets, labor expenditures, subconsultant costs, invoiced amounts, and remaining contract capacity.
• Identify potential budget concerns, billing gaps, or inconsistencies and communicate them promptly to firm leadership and project managers.
• Prepare clear financial reports that support project management and leadership decision-making.
• Assist with other financial analyses as needed.

Subconsultant Invoice Administration

• Review all subconsultant invoices for accuracy, contractual compliance, appropriate labor classifications and rates, allowable expenses, and adequate supporting documentation.
• Coordinate with subconsultants to resolve missing information, discrepancies, or other invoicing concerns.
• Incorporate approved subconsultant costs into GSEC’s prime invoices accurately and within the applicable billing cycle.
• Track amounts billed, received, and paid for each subconsultant and project.
• Document payments to subconsultants in accordance with contract requirements and company procedures.
• Maintain complete and organized records for subconsultant invoices and payments.

Payroll

• Prepare and process accurate biweekly payroll for the firm.
• Coordinate with bookkeeper and provide appropriate information for financial reconciliation.
• Process benefits deductions and/or payments across various ancillary programs.
• Coordinate with employees and managers to resolve timesheet or payroll discrepancies.
• Maintain payroll records and support payroll-related reporting and reconciliation.
• Protect confidential employee and company financial information at all times.
• Perform some HR functions within payroll system to include updates to 401K contributions, benefit adjustments, and wage adjustments.

Financial Processes and Controls

• Help document, refine, and consistently implement financial procedures and internal controls.
• Develop efficient Excel-based tools, templates, and reports where appropriate.
• Support financial reporting, reconciliations, audits, tax preparation, and year-end activities in coordination with company leadership and outside accounting professionals.
• Recommend practical process improvements that increase accuracy, transparency, and efficiency as the firm grows.

Required Qualifications

• Proven professional experience in accounting, finance, bookkeeping, project accounting, or a closely related field.
• Demonstrated experience with accounts receivable, invoicing, payment reconciliation, and payroll.
• Strong, current, and demonstratable Microsoft Excel skills, including the ability to create and maintain sophisticated spreadsheets, formulas, lookups, pivot tables, reconciliations, and financial tracking tools.
• Strong analytical ability and a thorough understanding of fundamental accounting principles.
• Passion for accuracy, efficiency, organization, follow-through, and attention to detail.
• Ability to manage recurring deadlines independently in a remote work environment.
• Strong written and verbal communication skills, including the ability to follow up professionally regarding missing information and outstanding payments.
• Ability to work independently and deliver work assignments on schedule.
• Sound judgment and discretion when handling confidential financial and employee information.
• Must reside in North Carolina, preferably within 90 minutes’ drive to downtown Raleigh.
• Experience with Paycor, Harvest, or similar accounting and payroll platforms.
• Experience reviewing consultant or subconsultant invoices and preparing consolidated client invoices.
• Familiarity with labor-based billing, reimbursable expenses, contract rates, project budgets, and public-sector invoicing requirements.

Preferred Qualifications

• Experience with project-based accounting within an engineering, architecture, construction, professional-services, or government-contracting environment.
• Associate’s or bachelor’s degree in accounting, finance, business administration, or a related field. Equivalent relevant experience will also be considered.

Position Structure
This is a part-time, predominantly remote position which will require period meetings and training in the Raleigh, NC area. The anticipated work schedule will be established based on the successful candidate’s availability and the firm’s needs, with additional working hours likely required around invoicing and biweekly payroll cycles.
Although the work will primarily be performed remotely, occasional in-person meetings may be requested. Preference will therefore be given to candidates within driving distance of Raleigh. The position may grow into a full-time role as GSEC’s staff, project portfolio, and financial-management needs expand.
Application Requirements
Applicants should submit:

• A current résumé describing relevant accounting and financial experience.
• A brief statement explaining their interest in the position and availability for part-time work.
• At least two professional references who can speak to the applicant’s accuracy, reliability, financial capabilities, timeliness of deliverables, and ability to work independently.
• Examples of prior work demonstrating advanced Excel and financial-management capabilities. Examples may be anonymized or recreated to protect confidential or proprietary information.

Work samples may include project-budget trackers, accounts receivable reports, invoice logs, reconciliation tools, cash-flow reports, dashboards, or other relevant financial spreadsheets.

Goins Sweitzer Engineers and Consultants is an equal opportunity employer, committed to promoting diversity and fostering an inclusive workplace.

Applicants must be authorized to work for ANY employer in the United States. We are currently unable to sponsor or take over sponsorship of an employment Visa.