Project Accountant

About Us:  

Rex Moore continues to be powered by amazing employees just like you for over 100 years. Together we are building a world that is safe, comfortable, and sustainable. Our diverse team of experts spreading to National territories create innovative, integrated solutions to make cities more connected, buildings more intelligent and environments more comfortable and secure. 

 Watch Our Story: About Rex Moore Group, Inc. - YouTube 

 Job Overview: 

The Project Accountant is responsible for accurate billing, cost control, and adherence to accounting standards. This role is vital to maintaining the financial health of each project by working closely with project managers, finance teams, and external partners to ensure timely reporting and compliance with contractual obligations. The ideal candidate will possess strong analytical skills, the ability to manage complex financial data, and a deep understanding of project cost management. They must be highly organized, detail-oriented, and proficient in financial software systems to streamline billing, reporting, and reconciliation. This role also includes overseeing project-related insurance, and safeguarding lien rights through the timely filing of preliminary notices and related documentation.

Key Responsibilities and Essential Tasks  -

• Monthly Progress Billings & Reporting: Lead the preparation of monthly progress billings, including lien releases, ensuring accuracy and compliance using MS Excel, MS Dynamics AX, Textura, and other third-party systems.
• Collaborative Billing Management: Partner closely with project managers to ensure precise and timely project billing, including invoice preparation and thorough review.
• Financial Analysis & Insight: Prepare and analyze over/under billing summaries, providing key insights and collaborating with management to ensure accurate project financial reporting.
• Invoice Processing & Accuracy: Process monthly invoices and issue miscellaneous invoices directly to customers, ensuring full accuracy and alignment with project terms.
• Change Order Management: Review and approve change order budgets, ensuring financial accuracy and alignment with project scope.
• Project Coordination & Documentation: Oversee project startups by ensuring all required documentation is complete and accurate. This includes billing setups, contract details, preliminary notice filings to secure lien rights, and insurance certificates.
• Organized Billing & Financial Records: Maintain well-organized and accurate billing files, ensuring they are complete and easily accessible for financial reporting and audit purposes.
• Job Closeout & Compliance: Ensuring all financial obligations are met, budgets finalized, and compliance with project closeout requirements. Collaborate with project managers to resolve outstanding issues promptly.
• Sub-Tier & Supplier Coordination: Maintain up-to-date records of sub-tier and supplier release logs, addressing and resolving disputes with the Accounts Payable team and project managers to prevent delays in payments. 
• Accounts Receivable Oversight: Ensure strict adherence to billing schedules, with accurate invoice preparation and timely collections. Oversee lien releases for project billings and sub-tier and suppliers, ensuring compliance with legal and contractual requirements. Proactively address any skipped or short-paid invoices, promptly notifying the project manager of any disputes to prevent delays in payment processing.
• Cost Analysis & Reallocation: Conduct job cost analysis and reallocate job costs as needed to ensure accurate financial reporting and project budgeting.
• Project Reconciliation & Discrepancy Resolution: Reconcile project accounts by ensuring all financial transactions are accurately recorded, and independently identify and correct discrepancies as needed to maintain accurate project financials
• Deposits & Fund Allocation: Accurately record all incoming ACH, credit card, and cash deposits into the company's accounting system, ensuring that all deposits are properly categorized and allocated to the appropriate project within the accounting system, making sure funds are correctly applied.
• Credit Risk Assessment: Conduct credit checks on new customer accounts, providing risk assessments to inform decision-making and reduce financial exposure.
• Customer Onboarding Support: Assist with ACH payment setup forms and customer onboarding to ensure a smooth integration of new accounts.
• Billing Log & Documentation Management: Maintain and update the billing log regularly by tracking all billable items, including invoices issued, adjustments, and project milestones. Document reasons for any projects with no billing activity and verify that retention amounts are accurately recorded and aligned with the project account.
• Cross-Departmental Collaboration: Liaise with project managers, operations teams, and finance staff to resolve discrepancies and ensure financial accuracy across all project-related activities.
• Process Improvement: Identify opportunities to streamline billing and reporting processes, contributing to enhanced efficiency and accuracy within the project accounting function.
• Billing Monitoring & Account Maintenance: Proactively monitor billing activity to ensure accuracy across all assigned accounts. Maintain up-to-date billing and contact information for each account and ensure alignment with project terms. Process annual, quarterly, and monthly invoices, and manage collections to ensure timely receipt of payments.
• Service Projects Collections: Manage collections for service project billings by proactively coordinating with the service team to identify and resolve invoice discrepancies, ensuring timely payment and minimizing delays.

What's in it for You?   

We're growing and need people excited about honing their craft and developing their career. If you're ready to push your skill level, learn something new every day, and be part of tomorrow's energy source, join the Rex Moore Family. 

Some of the benefits you may be eligible for as an employee are: 

• Health Benefits  
• 401(k) with Company Match 
• Life and Disability Benefits  
• Paid Holidays & Paid time off
• Access to multiple types of training  
• Opportunities for Self-development and Career Progression 
• Wellness Benefits & Employee Assistance Program  
• Family Leave (Maternity, Paternity) 
• Tuition Reimbursement Program 

 Career Advancement:  

At Rex Moore, we provide amazing job opportunities for growth with competitive salaries and benefits in an exciting, dynamic, fast-paced, and fun workplace environment. Are you looking to build a strong career? Then we have an opportunity for you!  

Compensation:

Rex Moore pays hourly/salary rates commensurate with each employee’s knowledge, experience and skill level.   

Work environment:  

Work is performed in an office environment.  This position may be required to travel to other office locations. 

LOCATION:  

Rex Moore and affiliated offices are located throughout California and Nevada.  

Reporting Structure:  

Reports to – Project Accounting Supervisor 

Department – Accounting 

EOE

Knowledge, Skills and Abilities: 

Required: 

• Minimum of 2 years of project accounting experience, preferably in a project-based environment
• Proficiency in MS Excel (intermediate level), including data analysis, LOOKUP, Pivot Tables and reporting
• Strong data entry skills with a high level of accuracy and attention to detail
• Experience with project-based accounting
• Solid understanding of construction billing procedures and compliance requirements
• Proven ability to prioritize tasks effectively in a fast-paced environment while managing multiple deadlines.
• Strong multi-tasking skills with the ability to meet deadlines and maintain accuracy
• Excellent customer service and communication skills, both written and verbal
• Experience with Dynamics AX Accounting or other ERP systems for financial management
• Proficiency in working within a networked computer environment, including accounting and ERP systems

Desired: 

• Prior experience working in a team environment with at least five accounting staff
• Background in a large construction company, with an understanding of industry-specific accounting practices

Physical Requirements:  

• Ability to verbally communicate: convey detailed and accurate instructions and information. 
• Ability to hear with or without correction in order to receive and interpret detailed information. 
• Required to sit at a desk work station for long periods of time. 
• Push, pull, lift, carry at least 10 pounds and occasionally lift/move up to 35 pounds. 
• Occasionally required to walk and stand for short and long periods of time. 
• Required to have visual acuity with or without correction in order to read contract documents, analyze data, view a computer monitor, and proof-read documents to identify errors.    
• Required to use fingers and hands:  type using a computer keyboard, handle, feel, and reach. 
• May occasionally be required to stoop, kneel, and crouch.   

PM22