Project Accountant

The Project Accountant supports the organization’s financial and operational goals by performing a variety of project accounting and administrative duties. Key responsibilities include preparing pay applications, processing subcontractor invoices, managing compliance documentation, and coordinating payment workflows. This role plays a vital part in maintaining project financial accuracy, ensuring timely payments from clients and to subcontractors, and supporting the overall efficiency of assigned projects. The position requires close collaboration with both the National Accounting and Operations departments.

This position reports directly to the Regional Project Accounting Manager and collaborates with the National Accounting and Operations departments.

Essential Responsibilities Billing & Payment Processing

• Manage Textura setup for new projects by ensuring accurate project configuration. Once the setup review is complete, create the initial schedule of values (SOV) in collaboration with the Project Manager, allocate posted subcontracts, and provide support to subcontractors with Textura-related questions. • Prepare owner pay applications, including budget adjustments to the schedule of values and billing applicable W.E. O’Neil line items—such as general conditions, general requirements, insurance, fee, and other miscellaneous costs. • Ensure pay application pencil drafts are prepared and submitted by the designated deadline for client and project team review; attend pencil draft meetings as required. • Submit final pay applications to the client directly or through the designated billing portal, ensuring accuracy and timely delivery. • Prior to the subcontractor’s first invoice, coordinate with the Project Manager on the initial subcontractor Schedule of Values (SOV) submission and the subcontractor’s vendor listing. Communicate with subcontractors regarding approvals and any required revisions. Review the vendor listing with the Project Manager to confirm all sub-tiers and suppliers are properly identified. • Manage and process subcontractor invoices and approvals. In collaboration with the Project Manager, determine which subcontractors should submit invoices and be invited to the draw. Communicate with subcontractors regarding initial submissions, required revisions, and follow up with reminders as the cutoff date approaches. • Complete the subcontractor invoice entry template following the review of manual subcontractor invoices, coordinating Project Manager approval prior to submitting to Core Accounts Payable for entry into CMiC. • Coordinate stored material invoicing with the subcontractor, Project Manager, and client, ensuring all required documentation is on file prior to finalizing the monthly pay application. Verify that documents align with the amounts being billed by the subcontractor. Required documentation for stored materials includes a notarized bill of sale, stored material log, clearly labeled photos of the materials, bill of lading or material invoices, property insurance that meets all contractual requirements, and any additional client mandated documentation. • Coordinate tribal material invoicing with subcontractor and field personnel, ensuring collection of all applicable documentation—including the seller’s permit, resale certificate, purchase order(s), declaration of exemption, bill of sale(s), and bill of lading(s). Verify that documents align with the amounts being billed by the subcontractor. • Coordinate tax-exempt documentation (non-tribal projects) by providing the owner’s and W.E. O’Neil’s tax exemption certificates to subcontractors, along with the required tax exemption application for their completion. • For Chicago Office Only: Complete billing for self-perform work and submit the invoice to Regional Project Accounting Manager or National Accounting depending on client. Communicate with subcontractors regarding initial submissions, required revisions, and follow up as the cutoff date approaches. • Review and compile joint venture costs for general conditions, general requirements, and other applicable W.E. O’Neil expenses using the GMP billing log, and submit the appropriate invoicing. • Provide applicable documentation for Joint Venture partner disbursements to Regional Project Accounting Manager’s for review and reconciliation. • Maintain and update the closing log, and verify that all subcontractor invoices, pay applications, and adjustments have been posted in CMiC prior to National Accounting’s month-end and year-end deadlines. • Prepare outstanding voucher reports (OVR) and obtain appropriate approvals prior to authorizing subcontractor payments in Textura. • Handle joint checks and payments for sub-tiers and suppliers as required ensuring accurate entry into CMiC and split pays within Textura.