Project Accounting Coordinator

Project Accounting Coordinator (PAC) is responsible for all financial transactions for a wide variety of project types and must be organized, flexible and adept at multi-tasking.  They are generally required to perform a wide variety of tasks daily, sometimes even simultaneously.  They directly execute the financial aspects of assigned real estate projects throughout the project’s lifecycle from initiation to close out.  The Project Accounting Coordinator is also responsible for various activities including but not limited to, process improvement, financial documents, communications (verbal & written) and template management.

BASIC JOB DUTIES

FINANCIAL DUTIES

ADMINISTRATIVE DUTIES

EDUCATION AND EXPERIENCE

KNOWLEDGE, SKILLS, AND ABILITIES

• • Demonstrate proficiency in the use and application of all PDS technology in support of Regional platform
    • One View Systems – Projects & Financials
    • Spotlight
    • Microsoft Office Suite
  • Strong accounting and analytic skills
  • Comply with all JLL policies and procedures, including but not limited to ethics and business practice
  • Support data accuracy by monitoring and reviewing DARM & Stales reports, update data as required
    • Team pages within OVF are updated and current
  • Support the adherence of vendor agreements as it related to fees and process
  • Attend all required trainings (hosted by OMT, EHS, JPMC, etc.)
  • Support assigned projects from initiate to closeout
  • Create, review and send Commitments (Purchase Orders/PO) and Vendor Change Requests (Change Orders/CO) out to vendors for signature, secure and save executed copies in OVP based off folder structure
  • Manage cradle to grave all vendor invoices and application for payments, inclusive of issues resolutions and tracking to payment. 
  • Manage accounts receivables to the guidelines and requirements set by the Regional Operations Team
  • Reviews AIA G702/703 Contract billings enter application for payments & invoices into OVF to route for approval.  The PAC reviews all submitted documentation for accuracy and understands all associated paperwork including change orders.
  • Reviews and monitors budgets to ensure each assigned project is adequately funded to support commitments and invoices from vendors.
  • Reviews all invoices for accuracy and completeness and is responsible to key into OVF for approval and processing. 
  • Coordinates and tracks all progress payments to ensure timely payments and follows up on any submission issues 
  • Responds to all WIP (Work in Progress) inquires by the client and work with project managers to ensure timely accurate billing for all projects and timely close out of projects upon completion.
  • Reviews of all proposal and various corporate approvals to ensure compliance with client billing requirements. 
  • Review of all waivers of lien and affidavits including subcontractor waivers
  • Generate ad hoc reporting for change order tracking, billing and other job cost analyses.
  • Monitor Scan One Mail box for their assigned projects invoices for timely processing
  • Process, Monitor and distribute retained vendors commitments and invoices for approval and payment.
  • Review aging reports for all vendors for both retained and non-retained vendors
  • Accurate Invoice Audits and agency processing for 38000/JPMC vendors.
  • Accurate Budgets are created and routed in 38100 & 38000 OVF
    • Budget Entry - Initial Due Diligence / CERP funding (if applicable)
    • Budget Entry - Full Project Budget
  • Accurate Budget Transfers created and routed in OVF (38100)
  • Accurate Commitments created and routed in 38100 & 38000 OVF
    • Upload proposal to OVP based off folder structure
    • Commitment created and routed in OVF
    • Sending approved Commitments (Purchase Order) to Vendors for Signature & uploading signed PDF to OVP (38100 only)
  • Accurate Vendor Change Requests created and routed in 38100 & 38000 OVF
    • Upload revised proposal to OVP based off folder structure
    • Vendor Change Requests created and routed in OVF
    • Sending approved Vendor Change Request (Change Order) to Vendors for Signature & uploading signed PDF to OVP (38100 only)
    • Routing Deductive Vendor Change Requests at Closeout to reduce and close open commitments (once approved by appropriate party)
  • Ensure projects are closed / cancelled within 90 days SLA
    • Partner with PM/APM to ensure project is administratively reconciled
    • Complete financial reconciliation (excludes JLL Commitment) for 38000 and 38100 OVF. This is inclusive of Lien Waivers
    • Drive overall closeout / cancellation of project
    • Complete Project Completion Checklist (PCC) – status check is all green
  • Resolve items on Problem Invoice Log escalate as needed
  • Funding for AV equipment and moving of funds from OVF to SAP as required by client
  • Ensure Financial Documentation in OVP is comprehensive, accurate and properly filed per document library folder structure guidelines
    • Ensure proposals from routed commitments and invoices in OVF are uploaded to correct folder in OVP
  • Complete post-PIF tasks as directed by Operations Supervisor and Post-PIF checklist within 24hour SLA
  • Send approved Commitments (Purchase Orders/PO) and Vendor Change Requests (Change Orders/CO) to JLL and JPMC Vendors
    • JLL Vendors – secure and save executed copies in OVP based off folder structure
    • JPMC Vendors – issue and save to OVP (signature not required)
  • Bachelor’s Degree (BA/BS) or equivalent experience in the finance construction role.  Plus, a minimum of two years related work experience to include budgeting, finance and or business analytics; or equivalent combination of education and experience.
  • Ability to comprehend, analyze, and interpret documents. Ability to solve problems involving several options in situations. Requires intermediate analytical and quantitative skills.
  • Requires knowledge of financial terms and principles. Ability to calculate intermediate figures such as percentages, discounts, and/or commissions. Conducts basic financial analysis.
  • Excellent written and verbal communication skills. Strong organizational and analytical skills. Ability to provide efficient, timely, reliable and courteous service to customers. Ability to effectively present information.
  • Advanced proficiency in Microsoft Office Suite. Spreadsheet skill set to include advanced functions such as graphics, pivot tables.