AIA Billing and Accounting Specialist

Position Overview:

We are seeking a dedicated and detail-oriented AIA Billing and Accounting Specialist to join our accounting team. This role will focus on a variety of critical accounting functions, including AIA billing, lien waivers, 1099 forms, prevailing wages and certified payroll. You will also handle collections for contract jobs and provide backup support for other accounting functions within the department. The ideal candidate will have strong organizational skills, an eye for detail, and experience in construction accounting processes.

Key Responsibilities:

AIA Billing:

• Prepare and process AIA (American Institute of Architects) billing for active construction projects.
• Ensure all billing documentation is accurate, complete, and compliant with contract terms.
• Coordinate with project managers to track project progress and verify amounts for invoicing.

Lien Waivers:

• Prepare and manage lien waivers for ongoing projects.
• Ensure lien waivers are accurately completed and executed in compliance with legal requirements.
• Work with project managers and clients to ensure timely submission of lien waivers.
• Acquire and maintain notary public certification to perform notarial duties, including verifying signatures and witnessing legal documents as required.

1099 Forms:

• Prepare and issue 1099 forms for independent contractors at the end of each fiscal year.
• Ensure accurate reporting and compliance with tax requirements.
• Coordinate with vendors to obtain necessary documentation and information.

Prevailing Wage/ Certified Payroll:

• Calculate prevailing wage rates for applicable projects in accordance with federal and state labor regulations.
• Ensure all wages and payroll reports comply with prevailing wage laws.
• Maintain accurate records and reports related to prevailing wages.
• Prepare and submit certified payroll reports for projects that require compliance with prevailing wage regulations.
• Ensure all certified payroll records are accurate and timely filed according to legal deadlines.

Collections:

• Oversee collections for outstanding balances on contract jobs.
• Communicate with clients and project managers to resolve any payment issues and ensure timely collections.
• Maintain detailed records of collections and payment status.

Cross-Functional Support:

• Other accounting duties may include, but are not limited to, processing payroll with accurate deductions and benefits, recording and reconciling cash receipts, preparing and filing quarterly city taxes in compliance with local regulations, and maintaining detailed payroll and tax records for auditing purposes.
• Provide backup support for other accounting roles within the department, including accounts payable, accounts receivable, and general ledger functions.
• Assist in various accounting projects as needed to ensure smooth department operations.

Required Qualifications:

Education:

• Bachelor’s degree in Accounting, Finance, or a related field (or equivalent work experience).

Experience:

• Minimum of 2 years of experience in accounting, preferably within the construction industry or in a related field.
• Strong knowledge of AIA billing, lien waivers, 1099 preparation, prevailing wage, and certified payroll processes.

Skills:

• Proficiency in Foundation Software or similar accounting software used in construction.
• Strong attention to detail with an ability to manage multiple tasks and prioritize effectively.
• Excellent organizational, communication, and time management skills.
• Ability to work independently and collaboratively in a fast-paced environment.

Job Type: Full-time

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Ability to Commute:

• Pittsburgh, PA 15205 (Required)

Ability to Relocate:

• Pittsburgh, PA 15205: Relocate before starting work (Required)

Work Location: In person