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Job Title: Project Accounting Coordinator

Job Description

The Project Accounting Coordinator supports project managers and business operations by preparing and reviewing project-related financial and contractual documentation. This role focuses on fee proposals, contracts, subcontracts, change orders, and invoicing, while monitoring project financial performance and ensuring adherence to contract requirements. The position collaborates closely with internal teams, suppliers, and clients to improve financial outcomes and maintain accurate, timely project accounting.

Responsibilities

• Prepare fee proposal templates, draft contracts, and subcontracts for review and approval.
• Ensure projects adhere to contract language and requirements, including issuing and tracking project amendment documentation and coordinating it for review.
• Develop Work Breakdown Structures (WBS) and Project Authorization forms, including detailed budgets and client invoicing requirements.
• Assist project managers with processing subconsultant invoices through the project accounting system.
• Monitor project financials, including variance, revenue, budgets, and work in progress (WIP), and follow up on revenue variance issues and revenue recovery.
• Participate in resolving project financial and contractual issues in collaboration with project managers and business operations teams.
• Serve as a liaison between internal staff, suppliers, and clients, communicating effectively on behalf of project managers.
• Conduct pre-bill reviews with project managers as necessary to ensure accuracy of invoices and compliance with contract terms.
• Participate in monthly project review meetings and collaborate with business operations teams to assess project performance.
• Assist business operations with analysis of project budget performance and provide recommendations to improve financial outcomes.
• Prepare and manage change orders and related documentation in alignment with contract requirements.
• Support the drafting and maintenance of proposal templates, contracts, subcontracts, and associated project documentation.

Essential Skills

• Experience working as a project coordinator or in project controls for an engineering or architectural company with revenue over $100 million.
• Minimum of 2 years of experience drafting contracts and subcontracts.
• Minimum of 2 years of experience preparing proposal templates.
• Minimum of 2 years of experience working with lump sum and cost-plus billing.
• Minimum of 2 years of experience handling change orders.
• Strong experience with invoicing processes and pre-bill review.
• Ability to review and interpret contracts and subcontracts to ensure compliance with project requirements.
• Proficiency in creating pivot tables and using VLOOKUP functions in Microsoft Excel.
• Proficiency with project accounting systems such as Deltek, BST, or Oracle.
• Ability to develop Work Breakdown Structures (WBS) and project authorization forms, including budgets and invoicing requirements.
• Strong analytical skills to monitor project financials, including variance, revenue, budgets, and WIP.
• Effective communication skills to serve as a liaison between internal staff, suppliers, and clients.

Additional Skills & Qualifications

• Experience preparing and refining template proposals for engineering or architectural projects.
• Experience in drafting and reviewing contracts, subcontracts, and change orders for professional services projects.
• Familiarity with lump sum and cost-plus billing structures and related invoicing requirements.
• Experience using Deltek Vantagepoint or similar project accounting and management platforms.
• Ability to identify and address revenue variance issues and contribute to revenue recovery efforts.
• Experience collaborating with business operations teams on project budget performance analysis.
• Strong attention to detail in managing contract documentation, amendments, and change orders.
• Ability to work independently in a remote environment while supporting multiple project managers.
• Comfort with participating in regular project review meetings and presenting financial insights and recommendations.

Work Environment

This is a fully remote position that allows you to work from any timezone. You will collaborate with project managers, business operations teams, suppliers, and clients using digital tools and project accounting systems such as Deltek, BST, or Oracle. The team culture is highly supportive and collaborative, with a strong focus on clear communication and continuous improvement of financial outcomes. The organization offers a positive work environment where many team members report high satisfaction with their roles and the overall culture.

Job Type & Location

This is a Contract to Hire position based out of Chicago, IL.

Pay and Benefits

The pay range for this position is $33.00 - $38.00/hr.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following: • Medical, dental & vision • Critical Illness, Accident, and Hospital • 401(k) Retirement Plan – Pre-tax and Roth post-tax contributions available • Life Insurance (Voluntary Life & AD&D for the employee and dependents) • Short and long-term disability • Health Spending Account (HSA) • Transportation benefits • Employee Assistance Program • Time Off/Leave (PTO, Vacation or Sick Leave)

Workplace Type

This is a fully remote position.

Application Deadline

This position is anticipated to close on Aug 23, 2026.

About Aston Carter

Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® Platinum Award winner for both client and talent service.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email astoncarteraccommodation@astoncarter.com for other accommodation options.

San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.

Massachusetts Lie Detector: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.