Project Accounting and Payroll Administrator

• Prepare accurate and timely monthly client invoices in accordance with contract terms, billing schedules, and project requirements.
• Coordinate with project managers to obtain supporting documentation, confirm billing status, and resolve discrepancies before invoices are submitted.
• Maintain accounts receivable records and monitor outstanding balances and invoice aging.
• Follow up professionally and consistently on unpaid or overdue invoices.
• Record and reconcile payments received, ensuring they are applied to the appropriate clients, projects, and invoices.
• Maintain organized billing documentation and supporting records for each project.

• Establish and maintain project budget-tracking tools.
• Monitor project budgets, labor expenditures, subconsultant costs, invoiced amounts, and remaining contract capacity.
• Identify potential budget concerns, billing gaps, or inconsistencies and communicate them promptly to firm leadership and project managers.
• Prepare clear financial reports that support project management and leadership decision-making.
• Assist with other financial analyses as needed.

• Review all subconsultant invoices for accuracy, contractual compliance, appropriate labor classifications and rates, allowable expenses, and adequate supporting documentation.
• Coordinate with subconsultants to resolve missing information, discrepancies, or other invoicing concerns.
• Incorporate approved subconsultant costs into GSEC’s prime invoices accurately and within the applicable billing cycle.
• Track amounts billed, received, and paid for each subconsultant and project.
• Document payments to subconsultants in accordance with contract requirements and company procedures.
• Maintain complete and organized records for subconsultant invoices and payments.

• Prepare and process accurate biweekly payroll for the firm.
• Coordinate with bookkeeper and provide appropriate information for financial reconciliation.
• Process benefits deductions and/or payments across various ancillary programs.
• Coordinate with employees and managers to resolve timesheet or payroll discrepancies.
• Maintain payroll records and support payroll-related reporting and reconciliation.
• Protect confidential employee and company financial information at all times.
• Perform some HR functions within payroll system to include updates to 401K contributions, benefit adjustments, and wage adjustments.

• Help document, refine, and consistently implement financial procedures and internal controls.
• Develop efficient Excel-based tools, templates, and reports where appropriate.
• Support financial reporting, reconciliations, audits, tax preparation, and year-end activities in coordination with company leadership and outside accounting professionals.
• Recommend practical process improvements that increase accuracy, transparency, and efficiency as the firm grows.

• Proven professional experience in accounting, finance, bookkeeping, project accounting, or a closely related field.
• Demonstrated experience with accounts receivable, invoicing, payment reconciliation, and payroll.
• Strong, current, and demonstratable Microsoft Excel skills, including the ability to create and maintain sophisticated spreadsheets, formulas, lookups, pivot tables, reconciliations, and financial tracking tools.
• Strong analytical ability and a thorough understanding of fundamental accounting principles.
• Passion for accuracy, efficiency, organization, follow-through, and attention to detail.
• Ability to manage recurring deadlines independently in a remote work environment.
• Strong written and verbal communication skills, including the ability to follow up professionally regarding missing information and outstanding payments.
• Ability to work independently and deliver work assignments on schedule.
• Sound judgment and discretion when handling confidential financial and employee information.
• Must reside in North Carolina, preferably within 90 minutes’ drive to downtown Raleigh.
• Experience with Paycor, Harvest, or similar accounting and payroll platforms.
• Experience reviewing consultant or subconsultant invoices and preparing consolidated client invoices.
• Familiarity with labor-based billing, reimbursable expenses, contract rates, project budgets, and public-sector invoicing requirements.

• Experience with project-based accounting within an engineering, architecture, construction, professional-services, or government-contracting environment.
• Associate’s or bachelor’s degree in accounting, finance, business administration, or a related field. Equivalent relevant experience will also be considered.

• A current résumé describing relevant accounting and financial experience.
• A brief statement explaining their interest in the position and availability for part-time work.
• At least two professional references who can speak to the applicant’s accuracy, reliability, financial capabilities, timeliness of deliverables, and ability to work independently.
• Examples of prior work demonstrating advanced Excel and financial-management capabilities. Examples may be anonymized or recreated to protect confidential or proprietary information.

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