Construction Accountant and Project Coordinator (Full-Cycle Bookkeeping + Project Management)

Job Title
Construction Accountant and Project Coordinator (Full-Cycle Bookkeeping + Project Management)

Type of Work
Full Time

Salary
$4 – $8 USD per hour, based on experience

Hours
40 hours per week. At least 4 hours must overlap with US Central Time business hours (8:00 AM – 5:00 PM CT) so you can reach clients and subcontractors during their workday.

Job Overview

We are a US accounting firm that works with small construction contractors. Most of our clients are owner-operators without an office team. Some use software like ServiceTitan or JobTread, some use their own custom systems, and some use spreadsheets or nothing at all.

We are hiring one person to act as the project manager and accounting point of contact for a group of these contractors. You will track their jobs, keep their schedules organized, monitor employee time, communicate with the contractor and their subcontractors, and make sure every project cost is billed and collected. You will be the link between our accountants in the office and the people in the field.

Many of these contractors do not have good systems in place. You will help us build and improve processes for the clients who need guidance.

When a client has no active projects to manage, you will handle their regular monthly bookkeeping and task tracking.

What You Will Do

Project management and coordination

-Track projects, schedules, and work status in each client's system (ServiceTitan, JobTread, custom software, or spreadsheets)
-Schedule work and follow up with clients and subcontractors by email and text
-Keep our accounting team updated on job progress, change orders, and completed work
-Keep task lists current so nothing is missed

Employee time tracking

-Review employee clock-ins and clock-outs
-Confirm employees are clocking into the correct project
-Follow up with the client or employee to correct errors before payroll and job costing are finalized

Accounts receivable

-Review all project costs and confirm they are billable and invoiced to the customer
-Prepare and send invoices in the format each client prefers, based on work completed
-Handle progress billing, change orders, and retainage where they apply
-Follow up on unpaid invoices and collect payment

Accounts payable

-Collect and enter subcontractor and vendor bills
-Match bills to the correct job and confirm work was completed before payment
-Collect lien waivers (conditional and unconditional) before and after payment
-Collect W-9s and track 1099 vendors throughout the year

Job costing and bookkeeping

-Track labor, materials, and subcontractor costs by project
-Flag jobs going over budget and costs that have not been billed
-Code transactions and reconcile bank and credit card accounts in QuickBooks Online
-Complete monthly bookkeeping and close for clients without active projects
-Keep client files organized and complete

Process improvement

-Identify gaps in how each client tracks jobs, time, costs, and billing
-Help create and document processes for clients who need guidance
-Recommend improvements to our firm's workflows as you learn what works

Tools You Will Use

Our firm: Canopy, Google Workspace, Double, QuickBooks Online, Ramp, Quo (calls and texting)
Our clients: ServiceTitan, JobTread, custom software, and spreadsheets

Requirements
3+ years of full-cycle bookkeeping or accounting experience

Strong QuickBooks Online experience
Construction accounting experience: job costing, progress billing, retainage, lien waivers, and 1099 tracking
Project management or project coordination experience
Experience reviewing employee timesheets or time tracking data
Excellent written and spoken English. You will be texting and emailing US contractors and subcontractors directly.
Comfortable following up with people until you get what you need
Able to work on your own and manage multiple clients at once
Reliable internet connection and a quiet work space

Preferred

Experience with the American wood framing construction process (foundation, framing, trusses, sheathing, rough-ins, inspections, and finish work)
Experience with ServiceTitan, JobTread, or similar field service software
Experience creating or documenting business processes
Experience working with US small businesses
Accounting degree or bookkeeping certification

How to Apply

Send your resume and answer the questions below in your application. Put "Construction PM" in the subject line.

Applications without the subject line or without answers to the questions will not be reviewed.

Describe your construction accounting experience. What types of contractors did you work with, and what tasks did you handle?
Describe your project management or coordination experience. What tools did you use to track jobs and schedules?

Which of these tools have you used, and for how long: QuickBooks Online, ServiceTitan, JobTread, Canopy, Ramp?

A subcontractor sends a bill for completed framing work and wants to be paid this week. What do you collect and confirm before the payment is released?

What is the difference between a conditional and an unconditional lien waiver, and when do you collect each one?

A contractor finishes 40% of a $50,000 job with 10% retainage. How much do you invoice, and how do you track the retainage?

You notice an employee clocked 8 hours to Job A, but the schedule shows they were at Job B that day. What do you do?
How would you check that every cost on a project has been billed to the customer?

A client has not answered your last two emails about an unpaid invoice. What do you do next?

Describe a process you created or improved for a business. What was the problem, and what did you change?

Have you worked on or with American wood frame construction? If yes, describe the stages of a project you are familiar with.

How many hours can you overlap with US Central Time (8:00 AM – 5:00 PM CT)?