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PGAL · 4 months ago

Consultant Payables Coordinator

Houston, TX

Full-time

Onsite

Mid Level

3+ years exp

PGAL is an international design firm specializing in architecture, interior architecture, engineering, and planning. They are seeking a highly organized and detail-oriented Consultant Payables Coordinator to manage consultant invoices, ensure compliance with contractual obligations, and support project financial reconciliation.

Building MaterialConsultingReal Estate

No H1B

Responsibilities

Consultant Invoice Management – process, code, audit, and manage the full lifecycle of consultant invoices in accordance with project-specific requirements and internal financial policies

Project Financial Reconciliation – collaborate with project managers and accounting staff to identify and resolve invoice discrepancies, correct coding errors, and reconcile outstanding balances

Pay When Paid Compliance – monitor client payment activity to support timely consultant disbursements in accordance with contract-specific Pay When Paid terms

Vendor Account Management – maintain up-to-date vendor records, reconcile Accounts Payable Aging Reports, investigate payment variances, and manage outstanding balances

Documentation & Insurance Compliance – ensure timely filing of consultant invoices to meet billing and payment deadlines. Collect and maintain Certificates of Insurance (COIs) in alignment with contractual and risk management requirements

Cross-Functional Coordination – coordinate with internal billing teams to obtain invoice approvals, maintain budget compliance, and support monthly invoicing schedules

Audit & Tax Reporting Support – collect and manage W-9 documentation for 1099 tax filing. Prepare and provide supporting documentation for internal and external audits related to consultant invoicing and payments

Qualification

Accounts Payable ExperienceDeltek Vision/VantagepointProject Accounting PracticesMicrosoft Office SuiteHigh-Volume Invoice ProcessingCommunication SkillsOrganizational SkillsTime-Management Skills

Required

Minimum 3 years of accounts payable experience in an Architecture, Engineering, or Construction (A/E/C) environment, with a strong emphasis on consultant invoicing and project-based accounting

Proficiency in Deltek Vision and/or Vantagepoint, including Vendor, Project, and Transaction Centers

Strong understanding of project accounting practices, including Pay When Paid compliance

Demonstrated ability to manage high-volume invoice processing with accuracy and attention to detail

Proficient in Microsoft Office Suite (advanced Excel preferred); experience with Bluebeam or Adobe Acrobat for reviewing and annotating invoices

Excellent written and verbal communication skills; ability to engage effectively with internal teams, consultants, and vendors

Strong organizational and time-management skills; capable of handling multiple deadlines in a high-volume, deadline-driven environment

A high school diploma or equivalent

Must be legally authorized to work in the United States for any employer without sponsorship now or in the future