Accountant Project Coordinator - Custom Home Building

Job Description

Accountant Project Coordinator – Custom Home Building

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Overview

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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.

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Key Responsibilities

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Billing and Draws

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

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

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

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

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

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

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

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

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Daily

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

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

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

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