Staff Accountant

Job Description

Job Description

The Staff Accountant is responsible for managing the full cycle of accounts payable and receivable across an active portfolio of construction projects. This role processes vendor and subcontractor invoices and manages monthly billing applications across multiple project platforms. The ideal candidate is detail-oriented, comfortable managing competing deadlines across 15–20 active projects, and confident communicating with internal and external partners. This position also provides general administrative support to the office as needed.

Key Responsibilities

• Review and process subcontractor, supplier, and vendor invoices each day in ERP.
• Verify invoices against purchase orders, subcontracts and supporting documentation, and accurately code them to the appropriate project, cost code, GL account, and/or inventory.
• Route invoices for approval; follow up on missing approvals or documentation.
• Research and resolve invoice discrepancies with vendors, project managers, and internal team members; respond to vendor/subcontractor questions on invoice and payment status.
• Maintain vendor compliance records (W-9s, certificates of insurance, and lien waivers received from subs/vendors).
• Assist purchasing and shipping with vendor reconciliations
• Maintain the monthly billing calendar for approximately 15–20 active projects with varying deadlines and requirements.
• Work with project managers to confirm billable amounts and obtain required documentation.
• Prepare complete billing applications for management's final review and submission.
• Gather and review stored-material documentation; prepare, collect, and track lien waivers issued to customers as part of billing.
• Make routine corrections requested during customer review.
• Track billing submissions, approvals, payments, and outstanding balances; identify and follow up on short payments, discrepancies, and past-due amounts, escalating to management as needed.

General Responsibilities

• Provide general administrative and office support as needed, particularly during absences, leaves, or vacancies — including answering phones, greeting visitors, and sorting/distributing mail and deliveries.
• Prepare correspondence and maintain organized electronic and physical records (scanning, copying, filing) across AP, AR, and vendor documentation.
• May serve as payroll processing backup support.