Project Assistant

Project Assistant Finance

Are you someone who enjoys keeping projects organized, ensuring accuracy, and supporting teams behind the scenes? As a Project Assistant at Pinchin, you'll play a key role in supporting project and financial operations by coordinating project setup, maintaining documentation, processing client invoices, and monitoring project financials. You'll work closely with Project Managers, Finance, and Accounts Receivable to help keep projects running smoothly from start to finish. If you're detail-oriented, collaborative, and enjoy balancing administrative and financial responsibilities, we'd love to hear from you!

Pinchin makes buildings and environments better. We are a multidisciplinary engineering and consulting firm with offices across North America. Our teams bring together expertise in environmental services, compliance, building science and resiliency, occupational health and safety, sustainability, and engineering. We help clients create safe, healthy, and higher performing places through solutions that reflect innovation, care, and deep technical insight. At Pinchin, we empower our people to uphold unwavering principles and work with purpose to create better outcomes for our clients, communities, and environments.

Pinchin is seeking a Project Assistant to join our Finance team. The role reports to the Project Accounting Manager. The Finance Department supports the organization's financial and project operations by ensuring accurate billing, invoice processing, reporting, and financial compliance. In partnership with Project Managers, the team helps set up projects, manage client invoicing, monitor project financials, maintain documentation, and support revenue recognition. Through collaboration, attention to detail, and strong communication, the department helps drive financial accuracy, operational efficiency, and successful project outcomes. This is meaningful work with real impact, offering opportunities to grow your skills while contributing to projects that make buildings and environments better.

Your Role and Actions as a Project Assistant:

• Work with Project Managers to setup new projects and approve billing terms with the appropriate revenue recognition method (T&M or Lump Sum).
• Ensure proper Authorization to Proceeds (ATP), Purchase Orders (PO), Change Orders (CO) contracts are saved in the project file.
• Prepare draft billing documentation to facilitate invoicing on a timely basis
• Process project-related client invoices and apply the appropriate sales tax, where applicable.
• Monitor client retainer balances, apply retainer funds accurately to project invoicing and follow up on replenishment as needed to maintain uninterrupted project support.
• Accept and post invoice entries into the accounting software.
• Coordinate timely delivery of client invoices through email and billing portals, ensuring accuracy and compliance with client requirements.
• Collaborate with the Accounts Receivable department to resolve invoice issues.
• Monitor aged work in progress (WIP) report and investigate outstanding aged balances with Project Managers for collectability.
• Calculate project variances and obtain approvals for write offs (project time and expenses at billing rates are higher than the invoice to client).
• Act as a liaison between project teams, finance and other departments.
• Respond to internal and external inquiries related to project status and documentation.
• Other duties as assigned.

Disclaimer This job description may not be inclusive of all assigned duties, responsibilities, or aspects of the job described, and may be amended at anytime at the sole discretion of Pinchin, LLC.

What You'll Bring to Pinchin:

• High school diploma
• 0-3 years of consulting experience or relevant field experience
• Proficiency with Microsoft Office
• Strong writing and documentation skills
• Ability to read technical specifications, drawings, and reports
• Valid driver's license with access to a reliable vehicle. Work-related travel is compensated.
• Flexibility to work outside of regular business hours, including occasional overtime, as business needs require
• Ability to stand and stoop, kneel, crouch, or crawl, lift and/or move up to 10 pounds. Specific vision abilities required by this job include close and distance vision, and the ability to pass a company physical.

For Current Employees Current employees are encouraged to speak with their HR Advisor for information on the application process.

Compensation and Assessment Pay ranges are listed as required by law. Final compensation reflects each candidate's education, experience, qualifications, and work location. As part of our recruitment process, we use AI technology to support a fair and consistent evaluation of all applicants.

What makes Pinchin different? We offer competitive salaries and great benefits. What sets Pinchin apart is our commitment to people and purpose. You will join a team that values curiosity, integrity, and learning. You will grow alongside supportive leaders and subject matter experts who want you to succeed. Employees enjoy mentoring and career development programs, a flexible work environment, Paid Time off, reimbursement for professional memberships, environmental and community involvement opportunities, a comprehensive Benefits package, social activities, team events, corporate hotel rates, and more.