Department: Accounting
Employment Type: Full Time
Location: Chicago, IL
Description
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.
Compliance & Documentation
- Collect and track subcontractor, sub-tier, and supplier lien waivers, including sworn statements/contractor affidavits.
- Manage and maintain preliminary notice tracking for projects in Arizona, California, Texas, and any other states with applicable lien law requirements.
- Coordinate with project teams to resolve subcontractor, sub-tier, and supplier liens, ensuring timely resolution and compliant project closeout.
- Ensure subcontractor compliance with all requirements, including insurance, bonds, contracts, billing documentation, sworn statements/contractor affidavits, diversity, safety forms, prevailing wage, project labor agreements (PLA), and union status letters, coordinating with the Compliance subdepartment as needed.
- Coordinate the preparation, distribution, and collection of tax forms and exemption certificates as required by the project and/or location.
Project Cost Tracking & Reconciliation
- Review routing packages, bill rate audits, payroll adjustment corrections, accruals, and actual cost transfers for accuracy.
- Perform monthly GMP and joint venture reconciliations using the GMP billing log to ensure accuracy and alignment with project financials.
- Add cost codes to projects as requested by project team members, ensuring accuracy and alignment with established project coding, coordinating with the Regional Project Accounting Manager when clarification on proper cost code assignment is needed.
Project Lifecycle Support
- Complete and maintain project kick-off and close-out checklists.
- Support resolution of open account and subcontractor invoice disputes and escalations in collaboration with Accounts Payable (AP) and the Project Manager.
- Respond to and manage project team requests, subcontractor inquiries, client inquiries, and check requests or advances.
- Assist with internal and external audits by gathering requested documentation, verifying accuracy of records, and coordinating with Project Managers.
- Ability to delegate to Core Services as needed for support with the preparation of outstanding voucher reports, stored material invoicing, tribal material billing paperwork, affidavits/sworn statements, joint payments for sub-tiers and suppliers, waiver collection and review, and bill rate audits. The assigned Project Accountant remains responsible for reviewing the final output from Core Services to ensure accuracy and completeness.
Essential Skills
Technical
- Proficiency with CMiC, Textura, Box, and Microsoft Office Suite.
- Strong understanding of construction pay applications, subcontractor invoicing workflows, affidavits, sworn statements, lien waivers, and financial reconciliation.
- Ability to troubleshoot basic system issues and coordinate with support teams when needed.
Business and Management
- Strong organizational and time-management skills with the ability to manage multiple priorities and deadlines.
- Ability to interpret and apply company policies and contract requirements.
- Understanding of construction project lifecycles and financial workflows.
Interpersonal
- Clear and professional communicator with strong verbal and written communication skills.
- Proven ability to collaborate effectively with cross-functional teams.
- Professional demeanor with a customer service mindset.
- Confidence in asking questions and seeking clarification to ensure accuracy.
Personal
- Detail-oriented and committed to accuracy.
- Self-motivated and proactive, with sound judgment in escalating issues.
- High level of integrity and accountability in handling sensitive financial data.
- Willingness to learn and adapt in a dynamic environment.
Qualifications
- High school diploma or equivalent required; Associate’s degree in Accounting, Business Administration, or related field preferred.
- 3+ years of experience in construction or project-based accounting.
- Strong understanding of job costing, subcontractor billing, and compliance documentation.
Physical Demands
- Ability to sit or stand for extended periods.
- Occasional lifting of items up to 10 lbs.
- Use of standard office equipment (computer, phone, copier, etc.).
- Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.
Work Environment
- Primarily an office-based role with a standard Monday–Friday schedule.
- May involve occasional travel or remote work as needed.
- Typical indoor working conditions with standard lighting and ventilation.
Benefits
- 100% ESOP
- Competitive Pay
- Bonus Program
- Medical/Dental/Vision Insurance
- PTO/Sick
- 100% Life Insurance
- 401(K) with Match
- Student Debt Program
Equal Employment
W.E. O’Neil is committed to an inclusive environment for all employees and applicants and will make all employment-related decisions without regard to race, color, religion, sex, national origin, sexual orientation, gender identity, age, disability or veteran status.
