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Project Cost Specialist


*Please send salary requirements
Employment: Full Time 

Location headquarters: Stratford, CT

Exempt Position

Hours: 8:00 AM - 4:30 PM
Overtime: N/A


Responsible for providing, strong financial, administrative and clerical services duties in a timely and accurate manner. Provides supports to a wide range of financial accounting; including payroll. Candidate 

Specific Accountabilities: 

1. Responsibilities 

  • Notifies department managers of applicable customer payment terms or collection assistance needed.

  • Ensure invoice revenue \ cost recognition adheres to GAAP guidelines.

  • Prepares lien wavers and all forms associated with “Job Related” accounts receivable revenue for Construction & SPD.

  • Process daily bank deposits done remotely in the office, backup to Service A/R coordinator. · Establish a customer rapport and assure a confident relationship associated with position.

  • Process monthly billings and generate timely and accurately as received from the various project managers and followed up with job ledger list.

  • Email, mail and send invoices and lien waivers to the customer for Construction.

  • Work with A/P to be certain that vendor payments and subcontractors are paid when receivable is collected. Cash analysis is required.

  • Finalize to Spectrum Change orders supplied by project managers and audit of gross margins.

  • Post daily deposits on the “CT Sales Tax Worksheet” and prepare all appropriate cost reports and support needed to file a timely monthly sales tax reporting.

  • Coordinate monthly A/R collection meetings with support required with cash flow projections to CFO. · Follow and abide by the A/R procedure structure and using the MEI standard forms

  • Maintain A/R aging report and adjust only “procedure approved” A/R adjustments

  • Initialize jobs, add (SOV) into ERP system computer

  • Monitor and adjust existing credit line increases, holds and adjustments. Perform credit checks on new customers where credit application completed. Review with CFO.

  • Preparation of monthly closing schedules with analytical review.

  • Prepare Journal Entries when necessary · WIP transactions prepared monthly with audit review to CFO.

  • Coordinate monthly Project Manager meetings for CFO, supply applicable support as required.

  • Monitor closing schedule to ensure hard close date is met.

  • Other duties as maybe required

  • Payroll processing is completed each Monday. Works closely with timekeeper to ensure all labor punches are captured. Payroll review & submission to ADP. Add new hires or terminations, where applicable to ADP, Spectrum, WorkMax timekeeping software.

  • 401K contributions, reconcile and provide support with weekly payment request.

  • Health Savings Account (HSA), reconcile and provide support with monthly payment request.​

3. Assure that practices comply with Company policies and procedures.

4. Maintain complete confidentiality about the many sensitive matters included in this position.

5. Identify areas where administrative processes can be improved and work with others toward the goal of continuous improvement.

6. Collaborate with other staff seek assistance or provide support. May fill in for absent employees and help with peak workloads.

7. Perform other duties as assigned or as circumstances require. 8. Ad hoc duties or reporting, as needed.



Team oriented attitude. Knowledge of construction A/R, A/P and P/R. Knowledge of AIA invoicing & associated support required. Must have the ability to maintain a high level of accuracy and consistency. Effective verbal, listening and communications skills. Must be able to work independently and possess strong decision-making skills. Well-established skills utilizing MS Office, ADP, Work Max and Spectrum (ERP), WorkMax timekeeping. Demonstrate analytical and auditing ability within the accounting functions. Effective time management skills are needed to plan, organize and prioritize work duties as needed. AS degree in accounting desirable or 10 plus years of construction accounting experience.

Key standards by which the results are evaluated:

  • Overall satisfactory job performance through skills, knowledge and personal attributes.

  • Responsibilities are completed with accuracy on or before deadlines.

  • Collaboration, teamwork, assisting coworkers is a consistent practice.

  • Confidentiality and discretion in all communication is unquestionable.

  • Consistent compliance with relevant policies and procedures.


Authority needed to perform the function:

  • Apply all transactions to Company policies and procedures as they impact accounts receivable.

  • Use judgment while interacting with customer payment schedules when a customer calls for payment plan.

  • Ensure that all proper documents are received to complete; Job Cost Setups \ New Customers \ Payroll processing.


  • Medical

  • Dental

  • Life

  • Vision (add-on)

  • 401K Plan (with Company match)

  • PTO

  • Holiday Pay







NOTE: It is understood that the above may be revised periodically based on Company needs at the discretion of the President. We will discuss any such changes to assure a common understanding.

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