Key Responsibilities:

Job File Management: Create and maintain new and existing job files in the shared drive, ensuring all relevant documents are accurately stored and organized.
Data Entry: Review new job sheet information and enter it into Spectrum software, maintaining accurate and up-to-date records.
Document Imaging: Image new job sheets, contracts, estimate letters, Certificates of Insurance (COIs), correspondence, bonds, and other contract-related documents.
Contract Documentation: Complete contract documents and request required contract documents from customers, such as COIs, bonds, and CCIP/OCIP.
Financial Support: Work closely with the Assistant Controller and Operation Managers to support financial tasks and maintain accurate reporting on assigned projects.
Billing Preparation: Prepare monthly AIA and TM billings for all assigned jobs and assist with AIA billing via external portals such as Textura, Procore, and other software platforms.
Lien Waivers and Insurance: Ensure lien waivers and insurance certificates are acquired and processed according to client requests.
Project Billing: Collaborate with Project Managers on schedules of values, change orders, and monthly progress billings, verifying that all invoicing requirements are met.
Reporting: Provide requested reports to Project Managers in a timely manner and ensure all project-related documentation is accurately maintained.
Timecard Processing: Process weekly timecards for union employees, ensuring accuracy and compliance with payroll requirements.
AR Management: Maintain accounts receivable (AR) records, follow up on past-due invoices, and assist with collections as needed.
Professional Relationships: Develop and maintain positive professional relationships both internally and externally, facilitating smooth project accounting operations.

Qualifications:

Bachelor’s degree in Accounting, Finance, or a related field.
Minimum of 3 years of experience in accounting or finance, with a focus on project accounting preferred.
Proficiency in accounting software (e.g., Spectrum, Textura, Procore) and Microsoft Office Suite (Excel, Word).
Strong attention to detail, with excellent organizational and time management skills.
Ability to handle multiple tasks and manage competing priorities effectively.
Proven experience in handling billing processes, contract documentation, and financial reporting.
Excellent communication skills and the ability to work collaboratively with internal and external stakeholders.

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Hatzel and Buehler Inc.

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