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MIG Los Angeles · 1 month ago

Project and A/P Accounting Assistant

Berkeley, CA

Full-time

Hybrid

New Grad, Entry Level

$30/hr - $40/hr

MIG Los Angeles is seeking a full-time Project and A/P Accounting Assistant to join their accounting team at their Berkeley, CA headquarters. The role involves managing project accounting transactions, invoicing, and accounts payable tasks while collaborating with project managers and other staff to ensure accurate financial reporting and compliance.

Architecture & Planning

Responsibilities

Collaborative Teammate: You will work as part of a cross-office, cross-discipline team of professional planners, designers, and technical staff who provide consultation to private non-profit, public agencies and private sector clients throughout the nation on projects that enhance community livability, support revitalization, and connect people with nature and culture

Dual Role: As the Project and A/P Accountant, you would be a firmwide resource and have an integral role in the company’s accounting and related administration that requires collaboration with Project Managers, other administrative staff, office leadership and our headquarters (“Business Office”). You will also work closely with a diverse team of professionals to invoice our clients and to help coordinate and complete the firmwide accounts payable tasks, including expense reporting and vendor invoices

Project Accountant duties: 40% of your time you will be responsible for the day-to-day project accounting transactions. Duties include, but are not limited to the following and can expand if capacity is available:

Project accounting/invoicing/project billing: Generate monthly invoices; coordinate with PMs and Principals for changes and to ensure accuracy with any requirements under the contract; submit invoices to client; process subconsultant A/P invoices

Project set up in Deltek including the project team, budgets, phases/tasks, and sub consultants

Contracts: Work with project teams to ensure contract compliance and understanding of contract terms; tracking for signatures and end dates; coordinate with PMs and Principals as needed for follow up and additional services or change letters

Project management/financial health: Analysis and reporting support; monitor, communicate and resolve accounting issues related to assigned projects with PMs and Principals; monitor and report monthly unbilled services balance to management; assist with follow through to recover losses; detail remedies for overages in a monthly Financial Health Report in Deltek

Monthly A/R reporting and collecting: Coordinate with Principal/Director of Office Operations and Business Office for follow up on late payments and record updates in a monthly A/R report

Back up general office duties: In the event of office manager and administrative assistant vacations, you may be asked to serve as contact for office staff for general administrative/office/expense and Deltek data entry tasks; coordinate with office vendors, couriers and suppliers; and help maintain a clean, organized and well-equipped office

Accounts Payable/firmwide duties: The majority of your time (60%) you will be responsible for completing day-to-day accounting for accounts payable and expense reimbursement transactions in a timely and accurate manner. Duties include, but are not limited to the following and can expand if capacity is available:

Weekly processing of vendor invoices and a high volume of firm-wide employee expense reports, including data entry and review for accuracy/approvals

Assist in preparing weekly check runs to vendors and staff; match checks/ensure accuracy

Combine, organize and edit documents in Adobe Acrobat PDF Pro

Maintain listings of vendors and accounts payable aged balances

Enter data into accounting system (Deltek)

Resolve payable issues and inquiries

Ensure vendor files and information are complete and supported by a W-9 or other relevant documentation such as insurance for subconsultants

Email and mail distribution: manage high-volume AP email address; and open, sort, and distribute documents for approval

Prepare professional and timely written responses to routine inquiries

Assist with annual preparation of 1099s and other required reporting and filings

General clerical duties including filing, photocopying, faxing, scanning, and mailing

Support to A/R accountants in pulling A/P for invoices

Various other general accounting functions for the accounting department

Qualification

DeltekAccounting experienceA/R managementExcelWritten communicationVerbal communicationAttention to detailOrganizational skillsTeam collaboration

Required

An Associate's degree in any field

Relevant experience in accounting

Software proficiency in accounting software (Deltek or similar), Word and Excel

Excellent skills in written and verbal communication for internal team communication as well as external client communication

A high level of integrity and trust, which references can verify

A professional and approachable demeanor, positive attitude, and a sense of urgency and responsibility/dedication to ensure tasks are carried through to completion and in a timely manner

Detail-oriented and can complete tasks accurately (attention to detail and accuracy are vital to this role)

A proactive, organized, efficient, and adaptable teammate who can work under deadlines and is willing to pitch in to help others

Preferred

A Bachelor's or Master's degree in accounting or another field is a plus

Experience with and understanding of applications of Federal Accounting Rules, billing A/R management and supporting projects in professional services consulting and design-build contracts

Experience using Deltek Vantage Point and Google Suite