Staff Accountant

Join The Team Building a Sustainable, Well, and More Resilient Society.

Does this describe you?

• Passionate about Accounting and the Built Environment.
• Interested in contributing to the success and profitability of exciting projects.
• Seeking a Colleague First culture.
• Supportive of growth and development.
• Thrive in Flexible work environment.
  
  

If this describes you, this is your opportunity to be a part of a fast-growing, forward-thinking company ready to empower YOU through our Colleague First set of core values. At HEAPY, you can craft the career path you want to take, in a work environment that offers flexibility, allowing you an opportunity to succeed using your unique strengths and talents.

HEAPY is seeking individuals committed to supporting Project Managers and the Accounting team to cultivate a positive teamwork environment, fostering constructive relationships globally across offices and departments. This position canbe performedin a flexible arrangement where you can do your best work in a hybrid or on-site work option out of our Dayton offices.

Summary

The Staff Accountant works closely with clients, project managers and consultants to understand project requirements and ensure timely and accurate billing and financial reporting at the project level. This position oversees the full project lifecycle related to the project accounting – from contract review and project set-up to monthly invoicing and revenue recognition, to collections support close-out, and submits required reporting. Throughout all responsibilities, the Staff Accountant ensures accurate entry and maintenance of project information in the accounting system. After the initial onboarding period, this position will begin to build trust and confidence with assigned Project Managers and be viewed as an integral part of the project teams. In addition, the Staff Accountant will be a key part of a collaborative Accounting team, where colleagues support each other and cross-train on various functions (Payroll, Accounts Payable, etc.).

Qualifications

• Bachelor’s degree in Accounting, Finance, or Business and/or an equivalent degree with 2 – 4 years of Accounting experience
• Clear understanding of generally accepted accounting principles and financial analysis.
• A reputation for developing strong relationships with business partners with a history of establishing trust and understanding expectations.
• Experience in Microsoft Excel, Outlook and Word.
• Effective communication (both oral and written) and organizational and interpersonal skills.
• A proven reputation for a strong work ethic and eagerness to produce high-quality results.
• Evidence of being a self-starter and willing to learn and grow within positions.
• Ability to work independently, as well as part of a team and build professional relationships with internal and external clients.
• Proven keen attention to detail and strong problem-solving skills, with an ability to prioritize and multi-task.
• Demonstrated high level of professionalism and ability to maintain confidentiality.
• Experience with a Deltek product is preferred, but not required.
  
  

Duties & Responsibilities

• Maintains clear knowledge of HEAPY Corporate Vision, Mission, and Core Values and demonstrates awareness of how those objectives relate to all position responsibilities.
• Approaches all assigned tasks as an opportunity for growth and experience, modeling the way for other team members.
• Continually advances education and personal development aligned with OKRI goals.
• Provides financial analysis and reporting to Project Managers to keep them informed on status of the project, including monitoring reimbursable and job cost expenses, budgets, percentage-of-completion accounting, work-in-progress recognition of cost, recognition of revenue, etc.
  
  

Project Accounting

• Reviews project budgets and labor plans and works with Project Managers to ensure that they remain updated; supports the Project Manager and Management in defining and updating project budgets and forecasts to provide all necessary data.
• Enters project information into the accounting system based on contracts and Project Manager/Client preferences or requirements.
• Requests contracts, job cost budgets, fee breakouts, authorizations to proceed, etc. as necessary.
• Maintains, tracks and updates project-related records, including contracts, change orders and additional services.
• Works with Project Managers to ensure that appropriate contracts are in place to bill (Owner/Architect, Sub-consultants).
• Reviews labor and expenses to ensure accuracy.
• Reviews and submits consultant invoices to AP, rejecting and requesting revised invoices as needed and working with AP to ensure that all required documentation is received from the consultant.
• Coordinates and communicates with Project Managers, Clients, and Consultants to ensure accurate and timely billing; considered first point of contact for most billing inquiries.
• Prepares and distributes invoices in accordance with contractual agreements, billing cycles and Client deadlines, ensuring that all required documentation is in place.
• Works with the Accountant to review contractor invoices for accuracy and approval and the preparation of AIA pay applications.
• Prepares, collects, analyzes, and submits special reporting for HEAPY and sub-consultants including but not limited to Pay Apps, Utilization reports, EBO reports (SBE/MBE/WBE, etc.), timesheets, lien waivers, etc.
• Performs collection on outstanding invoices.
• Analyzes unbilled detail to reduce WIP and to optimize billing possibilities for the billing period.
• Reconciles fees and investigates discrepancies as needed.
• Processes invoice adjustments/credits and facilitates the write-off process for old outstanding invoices to minimize uncollectable A/R.
• Maintains Client Registration Websites & Portals.
• Closes out projects upon completion.
  
  

Team Collaboration

• Cross trains and gains general knowledge in AP, expense reporting, payroll processes other accounting team areas to back up other Accounting functions as necessary (during PTO, etc).
• Prepares and processes daily deposits on assigned rotational days in team.
• Assists with review and posting of bi-weekly timesheets.
• Completes Special projects/analysis for Accounting and Company management as applicable.
• Other duties as assigned.
  
  

PHYSICAL DEMANDS AND WORK ENVIRONMENT

• Ability to be sedentary at desk for periods of time while operating a keyboard, stylus and/or mouse and using a computer screen.
• Ability to accommodate in-person appointments/travel in schedule with limited notice.
• Possession of Reliable transportation to and from appointments/Clients/activities.
• Ability to communicate in person, in writing and via phone with other individuals.
• Ability to move, transport, or position items weighing up to 25 lbs.
• Ability to follow safety guidelines for both company and Clients.
• Ability to gather, organize and evaluate information related to marketing needs (such as market analysis, budgets, finances, etc.).
  
  

NOTE

This job description is not designed to state or imply that the listed responsibilities are the only duties to be performed by the colleague in this position. Duties, responsibilities, and activities may change or be assigned by a person authorized to assign such duties at any time with or without notice. All responsibilities and requirements listed are considered essential and are subject to possible modification to reasonably accommodate qualified individuals who may request such modification due to disabilities. This document does not create an employee contract, implied or otherwise, other than an “at will” relationship.

EQUAL OPPORTUNITY EMPLOYER

HEAPY is proud to have an engaged and inclusive culture. One that promotes and ensures equal employment opportunities in all employment decisions without regard to sex, race, color, religion, national origin, age, marital status, political affiliation, sexual orientation, gender identity, genetic information, disability, military status, veteran status, and any other protected characteristic as outlined by federal, state and/or local laws.